Office Manager/Executive Assistant

Position Summary:

Provide administrative support to the Region President, Region leadership team, and manage the day-to-day operations of the Draper, UT office. This role requires conducting tasks effectively, confidentially, and efficiently, with a strong emphasis on customer service. The ideal candidate must thrive in a fast-paced and dynamic environment, demonstrating adaptability and proactive problem-solving skills.

Essential Duties and Responsibilities:

• Coordinate schedules, appointments, travel, calendar, and contacts
• Arrange meetings logistics (catering, agendas, facilities)
• Create PowerPoint presentations
• Inform and follow up with President and leadership team efficiently
• Manage Region President’s time requests promptly
• Prepare expense reports
• Provide office management support including visitor management, maintaining meeting/break rooms, and answering main office line
• Track and drive completion of key deliverables
• Collaborate with other assistants within CRH/Americas Materials organization
• Manage executive’s workflow and priorities, keeping them focused on essential projects
• Create and distribute intercompany correspondence
• Develop, refine, and distribute presentations/materials for meetings; take meeting minutes
• Foster a warm, collaborative atmosphere; discourage gossip
• Ensure office productivity through best practices
• Arrange necessary maintenance and repairs for office and grounds
• Manage filing and storage systems
• Respond to inquiries and requests from customers and employees
• Process office-related invoices promptly to minimize expenses
• Proficiently use office software including Outlook and spreadsheets
• Prepare conference rooms for meetings
• Maintain office supply inventories
• Supervise office receptionist, ensuring coverage during regular hours
• Assist with incoming calls and customer service issues
• Arrange for maintenance/repair of office equipment and safety devices
• Manage alarm system and access key cards
• Coordinate office functions (customer open house, employee events)
• Oversee office mail processes
• Perform additional duties as assigned

Qualifications

To be successful in this role, an individual must satisfactorily perform each essential duty. The following requirements represent the necessary knowledge, skills, and abilities. Reasonable accommodations may be provided to enable individuals with disabilities to perform these essential functions.

Knowledge and Skill Requirements:

• Excellent verbal/written communication skills
• Ability to handle confidential information
• Close attention to detail
• Proficiency in Microsoft Office Suite; Viewpoint experience is a plus
• Strengths in customer focus, problem solving, interpersonal skills, time management, planning, organizing, adaptability, composure, and achieving results
• Independent and team work capabilities
• Minimal travel required
• Managing multiple priorities
• Experience with Concur travel and expense systems
• Competence in reading, writing detailed correspondence, and giving instructions
• Effective presentation in small groups
• Basic math skills
• Following verbal and written instructions
• Basic office practices and protocol knowledge
• Mandatory excellent customer service skills
• Typing and keyboard use proficiency
• Database software knowledge

Education:

A high school diploma or equivalent is required. A bachelor's degree is preferred.

Work Experience:

7-10 years managing an office or supporting executives, preferably with a large public company. Experience should include coordinating complex schedules, handling confidential information with discretion, managing communication flow between various departments, and providing administrative support that ensures the smooth operation of day-to-day activities. Familiarity with project management and event planning, as well as a proven track record of improving office efficiency, is also desirable.

Physical Requirements:

Employees must meet various physical demands to perform their job functions, and reasonable accommodation can be made. Regularly, they are required to sit, talk, and hear. Frequently, they must sit, climb, and use their hands. Occasionally, they are required to stand, walk, kneel, bend, and reach above their shoulders. Additionally, employees must occasionally lift or move objects weighing between 10 to 50 pounds. Vision requirements include the ability to see up close, at a distance, differentiate colors, have peripheral vision, and depth perception.

Work Environment:

Employees encounter various conditions while performing job duties, and reasonable accommodation can be provided. They are occasionally exposed to wet or humid conditions, mechanical parts, weather conditions, and extreme temperatures, with the noise level usually ranging from quiet to moderate.