Utah Career Opportunities




EXPECTED HOURS OF WORK: Monday – Friday/8:00 am to 5:00 pm

SUMMARY/OBJECTIVE:  Performs a variety of difficult, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with all matters relating to the CEO, including personal matters. Interacts professionally with all level of employees, partners, and lenders.

-Provide administrative assistance to the CEO, maintain Outlook calendar, preparation of correspondence and perform general office duties as needed
-Provide assistance to the EVP/Finance-Controller as requested
-Act as Ambassador to all partners and lenders
-Be familiar with all activities and work-in-progress of the CEO
-Assist with providing weekly sales reports and/or traffic and inventory reports to members and lenders
-Maintain CEO’s Tickler System
-Provide personal assistance to CEO as needed, this includes running personal errands and handling personal matters
-Create and maintain the Black Book for each partnership or LLC: Confirm new partnership or LLC name with Secretary of State, prepare formation documents, request Tax ID number, Department of Corporations compliance, ongoing Secretary of State compliance (preparation and filing amendments, dissolution documents), create virtual member books and project books for Accountant, Controller, COO, and President/CFO
-Monitor and file all Statement of Information for Agent of Process (for California and foreign agencies, i.e. Delaware) for each entity in a timely manner with the Secretary of State’s office
-Create and maintain the Bank Correspondence files and Loan Document files for each project (505Aand 505B).
-Monitor outstanding loan contingency items and provide as available; coordinate delivery with lender (i.e., any information requested by lender that would be required for approval for draw requests pertaining to hard cost items)
-Prepare Notes and organize funding of project loan draws funded internally and maintain related loan tracking report; coordinate with Assistant Controller timing of all libo commitments, track libo rate and notify accountant/update loan tracking report as necessary.
-Monitor and update, Schedule of Expirations, and Overhead Summary for Norcal and Socal, Litigation Summary, and Notes Receivable Line Financing, Corporate Expenses for VDDC for monthly Board of Directors meeting
-Compile and organize board reports for monthly meeting. E-mail summary reports after all reruns to all LLC members and joint venture partners each month
-Prepare quarterly project narratives for all LLC members
-Maintain Project Distribution Summary Report – ongoing (for President/CFO)
-Monitor and pay all property taxes for corporate and construction projects to include all supplemental and secured property taxes. Coordinate with mortgage brokers as needed)
-Assist VP Finance/Controller with annual federal and state income tax returns with respect to the distribution of member/partner K-1’s, check requests and payment of LLC taxes, mailing of all income tax returns prior to filing deadlines
-Create and update market area charts to include closed sales including developing relationships with competition to track sales/pricing/absorption trends
-Coordinate with legal counsel, risk management coordinator and quality control with respect to providing sales and customer service documentation for all construction defect suits. Coordinate with Director of Quality Control on all subrogation claims.  Coordinate with legal counsel and insurance broker on miscellaneous complaints to include slip/fall and worker’s compensation claims
-Update and distribution Monthly Project Overview for Monday morning update meeting (first Monday after the 10th of each month) and MVD monthly update
-Be the back-up employee for monitoring and ordering consumables for corporate office, sales and construction trailers as needed (paper, forms, etc.)
-Online banking functions to include preparing wire transfers and certain depositsCoordinate/plan company functions to include team building events, holiday parties, company outings


-College Degree in Business Administration or related field, required
-A Minimum of 5 years of experience as a high-level executive assistant
-Experience in the field of construction, real estate and/or development, preferred
-Valid Notary Public
-Valid Class C Driver’s License and a Clean DMV Record, required
-Proficient in Microsoft Office Suite
-Expert in Excel, preferred
-Must have excellent business writing skills

A complete job description is available upon request.


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