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Form of workThe Executive Assistant (EA) is a pivotal role. You will be contributing to the overall success of the companies. We are seeking a dynamic professional with excellent verbal and written communication skills, the ability to write and speak clearly, and a passion for solving complex problems. The EA provides comprehensive support to the CEO in multiple businesses, handling a wide range of administrative and executive support-related tasks.
Under direct supervision, this position provides executive support, including but not limited to Accounting, Contract Administration and office administration and may be assigned to one or more executives. Working knowledge of MS Office Suite Products and other office productivity software. Other tasks include making travel arrangements for the supported professionals, tracking expenses, coordinating meetings with internal and external individuals, screening telephone calls, and other administrative tasks. Former experience supporting an executive team is required.
Responsibilities:
- Foster a positive, professional, and customer/client -centric attitude, representing the company with coworkers, clients, and the public across all communication channels.
- Strong organizational skills; self-motivated with ability to prioritize, perform follow-up and complete multiple tasks.
- High degree of customer focused sensitivity towards both internal and external customers, partners, and vendors
- Draft, proofread, and prepare correspondence, reports, and presentations, ensuring they are free of typos and grammatical mistakes.
- Provide general administrative support.
- Collaborate to handle expense management, ordering, and restocking supplies.
- Review, upload, and manage various reports,
- Maintain complete and accurate files and records, providing prompt, detailed, and accurate general status reports.
- Utilize various technology, software, and communication styles to review tasks and perform promptly. The EA must demonstrate a strong understanding of Microsoft Office and a willingness to learn CRM systems
- Anticipate needs and proactively address them, ensuring CEO and team members have the information and resources they need to succeed.
- Proven ability to manage multiple tasks simultaneously and prioritize effectively.
- Excellent communication skills, both written and verbal.
- A proactive, calm, and adaptable attitude, capable of thriving in a dynamic construction environment.
- Ability to work independently and as part of a team.
- Work closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities and follow up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the executives updated.
- Conserve CEO's time by reading, researching, and routing correspondence/emails; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintain CEO’s appointment schedule by planning and scheduling meetings, conferences, and travel; review calendar on a weekly basis for planning time accordingly
- Research, prioritize, and follow up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response and ensure completion of those actions.
- Maintain and submit the CEO’s expense reports ensuring timely and accurate submittal of expenses.
- Maintain company and customer confidence and protect operations by keeping information confidential.
- Contribute to management team effort by coordinating and facilitating various management meetings.
- Represent the CEO and company in the utmost professional manner.
Competencies
· A minimum of 5 years demonstrated experience as an Executive Administrative Assistant supporting Executive-level management.
- Bachelor’s degree in business management or related field preferred.
- Candidates must be polished, sharp, and strong attention to detail with communication proficiency both written & verbal.
- Results Driven with high level of attention to detail and integrity.
- Critical thinking application is a must.
- Accountability of initiative to work independently.
- Strong communication skills, both verbal and written.
· Excellent verbal and written communication skills, as well as a logical thinker.
· Excellent time management skills with a proven ability to meet deadlines and ever-changing priorities.
· Ability to function well in a high-paced and at times stressful environment.
· Extremely proficient with Microsoft Office; especially Excel and PowerPoint, with the ability to learn new or updated software.
· Bilingual, English/Spanish is preferred but not required.
Compensation
- Schedule: Full-Time preferred but open to Part-Time availability.
