Position Type

This is a full-time position.

Role and Responsibilities

• Responsible for organizing, coordinating, and supporting the COO's workload, day-today business, and personal activities.
• Implement and refine operational processes.
• Develops and sustains a level of professionalism with clients and colleagues.
• Handle all communication-related tasks, including answering and screening phone calls, monitoring and responding to emails, drafting correspondence, and other written deliverables.
• Manages CO's calendar to prioritize, accept, decline, and move appointments as needed.
• Organizes and prioritizes critical issues and required information for the CEO to facilitate efficient decision-making.
• Safeguards confidentiality by exercising discretion in communicating information.
• Independently research, prioritize, and follow up on multiple incoming issues and concerns addressed to the COO, including those of a sensitive and/or confidential nature; determine the appropriate course of action, referral, and/or response.
• Be willing to work in an environment where a variety of tasks may be asked of you on any day.
• Identify opportunities to improve processes.
• Arrange conference calls, meetings, appointments, and travel itineraries.
• Flexibility to attend evening meetings.
• Other duties as assigned.
• Mentoring and training of Ideate employees.
• Marketing Support
• Conduct market research to identify trends, opportunities, and challenges within the construction industry.
• Analyze competitor landscape and client needs to inform marketing strategies based on the company’s goals.
• Maintain up-to-date knowledge of industry regulations and standards affecting the construction industry with an emphasis on multi-family communities.
• Work with COO to develop and implement comprehensive marketing plans targeting multi-family communities.
• Work with COO to develop marketing goals and Key Performance Indicators that are aligned with business objectives.
• Support COO to identify and cultivate relationships with potential clients within the construction industry, understanding their needs and proposing tailored solutions to address them.
• Nurture existing client relationships to ensure high satisfaction levels and repeat business opportunities.
• Collaborate with team members to develop and execute strategic business plans aligned with the company's objectives. We will work together to set ambitious yet achievable goals for revenue generation and market expansion, continually assessing progress and adjusting strategies as needed.
• Support COO in managing proposals that are due and ensuring the team is prepared to send them out on time.
• Support COO in managing communications with clients and prospective clients to ensure iD8 is being responsive to requests.
• Schedule and attend lunch meetings or happy hours with other vendors and prospective/current clients.
• Work closely with COO to prepare presentations for marketing events.
• Identify, coordinate and attend networking events including set up/tear down at the event and ensure proper coverage.
• Plan networking events and make sure that everything is organized and prepared for the event including invitations, coordinating with vendors, determining costs, inviting guests, and working with COO to market the event.
• Create marketing materials with support from COO. This could include pamphlets, brochures, resupplying promotional items, proper marketing attire, etc.
• Ensure marketing campaigns align with company branding.
• Plan office visits and create promotional giveaway baskets.
• Follow up with prospective clients and vendors from events.
• Represent iD8 at industry events, conferences, and networking functions to establish and strengthen connections within the construction community. Leverage these relationships to generate leads and foster collaboration opportunities.
• Establish and manage iD8's CRM system, ensuring accurate and up-to-date data entry, customization, and configuration to meet the needs of the company.
• Provide leadership and guidance to the team while fostering a collaborative and results-driven work environment. We want to encourage knowledge sharing, skill development, and a strong sense of teamwork to maximize individual and collective performance.
  

Compensation

• $70,000
  

Education and Experience

• Minimum 3 years of experience as an executive secretary or administrative assistant.
• 3 years of previous experience in architecture, design, or construction is preferred.
• Proficiency in Microsoft and G-Suites
• Superior written and verbal communication
• Excellent organizational skills.
• Ability to follow through with tasks, to communicate project specifics, and to update management.
• Self-motivated to develop skills and acquire knowledge, to seek new responsibilities.
• Take responsibility for the outcome of your assignments.
• Professional and personable demeanor capable of maintaining constructive relationships.
• Be adaptive to change.
• Exceptional customer service skills
  

Physical Requirements:

• Ability to stand, sit, or walk for long periods.
• Ability to travel to the office (Vista) or other locations as needed.