Director of First Impressions/Executive Assistant

SUMMARY

The Director of First Impressions oversees creating a positive company impression and experience for all Havtech customers and guests through the provision of general office support, answering incoming calls, directing calls to appropriate employees and departments, greeting customers and guests, providing customer assistance, performing data entry, distributing mail and faxes, managing general correspondence, and maintaining office supplies.  This position is also responsible for providing executive administrative support to stakeholders throughout the business.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following.  Other functions may be assigned.

Director of First Impressions:

• Projects a positive, friendly, and professional company image.
• Accurately answers and transfers incoming calls to appropriate employees and departments in a professional and friendly manner.
• Welcomes and assists all internal and external customers and guests. 
• Responds to in person or electronic inquiries or refers to the appropriate employee or department as necessary. 
• Prepares outgoing mail. Coordinates the pick-up and delivery of express mail services (Fed-Ex, UPS, etc.).   Receives, sorts and forwards incoming mail. 
• Ensures that the reception and lobby areas are neat and organized.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assists in the development and maintenance of office forms and procedures.
• Ensures that the Front Desk is covered during business hours and schedules backup coverage when necessary.
• Maintains the PowerPoint Presentations on the flat screen TVs throughout the office and updates as needed.
• Participates in special projects as needed and performs additional duties as assigned.

Executive Assistant:

• Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.
• Uphold a strict level of confidentiality.
• Develop and sustain a level of professionalism among staff and clientele.
• Schedule meetings and appointments and manage travel itineraries.
• Proficiency in collaboration and delegation of duties.
• Take minutes during meetings, develop action items, and follow up to ensure completion.

QUALIFICATIONS include the following.

• Bachelor’s degree and a minimum of two (2) years of administrative/executive assistant experience. 
• Administrative experience directly supporting executive leadership and/or sales teams.
• Excellent Windows & Microsoft Office product knowledge.  Strong Excel & PowerPoint skills required. 
• Experience in the HVAC or Construction industry preferred.
• Experience utilizing standard office equipment (printers, copiers, faxes, scanners, etc.)
• Experience with shipping via Fed-Ex, UPS, and USPS preferred, but not required.
• Knowledge of Mitel VOIP phone system preferred, but not required.
• Must have a working knowledge of Microsoft Office (Outlook, Excel, Word, and PowerPoint), Web-enabled applications and database software and intermediate level experience with Excel.
• Ability to lift approximately 15-20 lbs. 
• Available to work in the office, 8:00am-5:00pm, Monday through Thursday and 8:00am-4:00pm on Fridays. (Punctuality and reliability are a must!)

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   The noise level in the work environment is usually quiet.

DECLARATION

Human Resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.