DescriptionWho You Are... You are the trusted right hand to the President and Vice President of Operations and someone who thrives in complexity. You find deep satisfaction in keeping leadership operating at peak efficiency. You're a master multitasker and communicator who combines precision with intuition, handling sensitive information with absolute discretion. You anticipate needs before they're spoken, move fluidly between executive priorities and office operations, and bring a proactive, problem-solving mindset to a high-stakes, fast-paced environment. Who We Are... Founded in 1950, Kitchell has grown from a commercial contracting business into a diversified organization providing services across the built environment, including advisory, construction, development, facilities management, engineering, and architecture. Today, Kitchell Corporation is the parent to several companies, some integral to our core business and others operating independently, with projects managed from offices in Arizona, California, and Texas. We foster an entrepreneurial culture that values growth from within, supported by education programs, mentoring, and cross-training opportunities. Consistently recognized as a top workplace, Kitchell invests in the well-being of our people with competitive compensation, performance and incentive bonuses, stock programs, and comprehensive health, retirement, and lifestyle benefits. What You'll Do...
- Own the Calendar: Curate and safeguard the executive's time by scheduling meetings, mission-critical engagements, and high-stakes briefings with foresight and precision.
- Command Communications: Manage emails, calls, and messaging with discretion and confidence, ensuring follow-ups, delegation, and urgent items are executed without missing a beat.
- Research & Prepare: Draft briefing documents, agendas, presentations, and memos, synthesizing intelligence quickly into concise, decision-ready materials.
- Lead Events & Stakeholder Engagement: Plan and execute high-level events, partner meetings, and other collaborations, aligning branding, tone, and messaging seamlessly.
- Design Travel & Logistics: Build seamless travel and accommodation plans, handle itineraries and expense reconciliations, and ensure efficient time execution.
- Drive Projects: Own special initiatives by tracking deliverables, coordinating cross-departmental teams, and ensuring flawless follow-through from kickoff to completion.
- Support Leadership: Prepare materials, agendas, minutes, and follow-up for leadership or corporate meetings with clarity and confidentiality.
- Manage Office Operations: Oversee daily office management to ensure smooth operations, including mail distribution, office supply inventory, and conference room readiness for meetings and events.
- Foster Team Environment: Create a positive and professional office atmosphere that promotes collaboration, efficiency, and responsiveness; address issues promptly to keep the team moving forward.
- Anticipate Strategically: See around corners by learning executive priorities and rhythms quickly, pre-empting conflicts, bottlenecks, or gaps before they arise.
- Protect Confidentiality & Show Composure: Uphold impeccable discretion, maintain grace under pressure, and project a calm, steady presence even in fast-moving situations.
- Thrive in Intensity: Embrace the demands of a high-stakes, high-expectation environment where priorities shift rapidly, and find energy and fulfillment in being the engine that keeps leadership operating at peak performance.
RequirementsWhat You Bring...
- Tech Fluency: Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), video conferencing tools (Teams/Zoom), and modern office platforms.
- Agility: Adapt quickly to shifting priorities and handle diverse tasks in a dynamic environment.
- Problem-Solving: Think critically and act decisively to resolve challenges before they escalate.
- Organization: Manage complex schedules, coordinate meetings, and track documents with precision.
- Discretion & Trust: Handle sensitive information with absolute confidentiality and reliability.
- Collaboration: Build strong working relationships across executives, staff, and stakeholders.
- Emotional Intelligence: Navigate high-pressure situations with self-awareness, empathy, and professionalism.
- Proactive Mindset: Anticipate needs, spot gaps, and take initiative without waiting for direction.
- Attention to Detail: Execute with accuracy and thoroughness in every task.
- Multitasking Mastery: Balance multiple priorities flawlessly while maintaining quality.
Why Join Us... Join a high-velocity, high-impact environment that demands brilliance, creativity, and grit. You'll be the secret behind what happens, and the force behind what gets done. You'll work smart, laugh hard, and do extraordinary things. Additional Information
- Bachelor's degree in business administration, communications, or related field (or equivalent combination of education and experience).
- 8+ years of executive-level administrative support at the C-suite or President/VP level.
- Exceptional written and verbal communication skills, with the ability to draft, proof, and refine high-visibility correspondence.
- Demonstrated track record of discretion, judgment, and professionalism in handling sensitive information.
- Notary Public accreditation preferred.
- Occasional, limited travel may be required.
- Primarily office-based, using standard technology and equipment in a professional setting.
- A valid driver's license with an acceptable motor vehicle record, free from suspensions or restrictions is required.