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EXECUTIVE ASSISTANT

Title:

Executive Assistant Reporting Structure:

Reports to

President Role Objective:

• Provide and lend support to both internal and external parties with a high level of professionalism and in a manner that reflects the values of the organization

Key Accountabilities:

• Executive support to the President
• Office administration and facilities
• Company document flow, filing, and records retention
• Client, subcontractor, and employee relations support
• Marketing and PR support
• website and social media to 3rd party consultants

Weekly Execution:

Executive Support:

• Sustain a daily calendar of meetings and events for the President; organize complex calendars and resolve scheduling issues
• Screen incoming telephone calls, take and deliver accurate messages, respond to requests by gathering and providing information, and refer non-routine calls to the appropriate staff
• Welcome the President's guests by greeting them in person or on the phone and answering or directing inquiries
• Draft and prepare correspondence for internal announcements, board meetings, and outside organizations the President is involved with
• Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects, and other documents
• Manage the President's contacts
• Arrange travel and accommodations
• Conserve the President's time by reading, researching, collecting, and analyzing information in advance
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting company operations
• Complete ad hoc projects as assigned, including personal events and family needs
• Be responsive to emails, texts, and phone calls, including contact outside normal business hours

Office Administration:

• Manage the cleaning service and office vendors
• Order office supplies
• Order gifts for clients, subcontractors, and employees
• Overnight FedEx or scan documents for signature
• Notarize company documents
• Maintain the Project Status Chart
• Filing and records retention in SharePoint
• Distribute and file closeout and warranty packages received from Construction Managers
• Schedule office events
• Topping Outs, lunches, and Christmas Parties Marketing & PR Support (via 3rd party consultants):
• Website updates
• Social media posting
• PR calls to current and past clients
• Support Business Development with mailings and community event logistics

Required Outputs:

• DAILY President's calendar current and free of conflicts
• DAILY Messages screened, logged, and delivered
• WEEKLY Project Status Chart updated
• WEEKLY Office supply and vendor needs handled
• MONTHLY Website and social media content refreshed

AS NEEDED

Travel arranged and itineraries issued

AS NEEDED

Meeting agendas, minutes, and presentation materials

AS NEEDED

Closeout and warranty packages distributed and filed

AS NEEDED

Client, subcontractor, and employee gifts and company events

Required Technical Knowledge:

• Advanced proficiency in Microsoft Office
• Outlook, Word, Excel, and PowerPoint
• SharePoint file management
• Notary in the State of Florida
• backup to Operations
• Typing (average speed / 40-60 WPM)
• Basic construction knowledge and related industry language
• Website content management and social media platforms
• Ability to communicate effectively and professionally with people at all levels
• Excellent time management with a proven ability to meet deadlines
• 5+ years of related experience supporting executives required
• Construction experience or exposure preferred

Pay:

$65,000.00

• $70,000.

00 per year

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person