Executive Assistant

Position:  Executive Assistant 

Reports to:  Chief Executive Officer/Chief Operating Office   

Department:  Administration  

Status: Regular Full Time Position – Exempt/Salary 

Employee Value Proposition  

The Executive Assistant is a detail-oriented and highly efficient role that coordinates the smooth operational flow of the company by supporting team initiatives and objectives, coordinating processes, resolving problems, and completing various projects and special assignments as needed. This position requires a high degree of flexibility and adaptability to balance the often-conflicting needs of executives, and the office.   This role coordinates and oversees administrative duties in the office and ensures that the office operates efficiently and smoothly.  They serve as the first point of contact for visitors, assist us in maintaining a professional and clean office environment.   

Key Performance Objectives: 

• Provide support and service to Executive team.  Acts as a team player to all business units assisting where and when needed.   

• Manage calendars, travel arrangements and meeting details for Executive team, including venue selection, meeting material preparation and catering arrangements.  

• Oversee/submit executive expense reports.  

• Manage relationships with vendors, service providers and landlord. Primary point of contact for all building maintenance issues and communication of issues to employees. 

• Negotiate the pricing and purchasing of vendor products for office services (janitorial, shipping, copier and print services). 

• Maintain and order inventory of offices supplies (stationary, lunchroom and janitorial) and company promotional gear.  

• Reconcile, code and approve department invoices for payment.  Provide administrative support to other departments as needed. 

• Distribute mail to various departments daily and maintain reliable incoming/outgoing mail process and procedures. 

• Plans, coordinates and executes the setup of company functions and special events.    

• Manages building security system which includes adding and deleting profiles for new and terminated employees. Works with Human Resources on the timing of new hires and terminations.   

• Works with HR and Department Managers on all incoming new hires ensuring proper equipment ordered and procured.   

• Greets and assists all incoming employees and visitors (e.g. vendors, customers, third party contractors, and job interview applicants) ensuring all safety and health office protocols are followed. 

• Meet timelines and deliverables, while maintaining the highest level of confidentiality and ethics at all times. 

• Other general administrative duties as assigned. 

ADDITIONAL DUTIES & RESPONSIBILITIES: 

(This job description is not an exclusive or exhaustive list of all job responsibilities and functions that an employee in this position may be asked to perform. Above statements describe the general nature and level of work being performed.  Duties and responsibilities can be changed, expanded, reduced or delegated by management to meet the business needs of the company)  

Core Competencies:  

• Perseverance - Pursues everything with energy, drive, and a need to finish; seldom gives up before finishing, especially in the face of resistance or setbacks. 

• Time Management - Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. 

• Listening - Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees. 

• Interpersonal Savvy - Relates well to all kinds of people—up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can defuse even high-tension situations comfortably. 

• Integrity and Trust - Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain. 

• Listening - Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees. 

• Written Communications - Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect. 

• Organizing - Can marshal resources (people, funding, material, and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner. 

Work Experience 

At least Five (5) years related experience as an Office Manager or Office Administrator in a construction/engineering/architecture environment where meeting and greeting customers, vendors, and visitors is frequent.   

Education/Training 

HS Diploma or equivalent.  Continuous Education in training courses such as MS Office and MS Windows is highly preferred.   

Specialized Knowledge – Certificates & Licenses 

Demonstrated knowledge of office procedures related to purchasing and coordination of office materials and equipment.  Working knowledge of building safety and waste removal standards;  Working knowledge of ADA and building compliance codes. 

Software & Technology 

Personal Computer; phone; Computer Software includes: MS Windows 10, MS Office 365; MS Office Word, Excel, and Outlook. 

Work Environment  

Position requires as many hours needed to fulfill the daily and weekly obligations required to carry out the functions.  Working long days including evenings and weekends can be required for this position.  Current and valid driver’s license and proof of acceptable insurance is required.  This position is generally indoors in a climate controlled office.  However, frequent visitations to outside facilities will be required.  Reasonable accommodations will be made upon request for those who have disabilities that qualify under the American with Disabilities Act.