Executive Assistant

Overview

• Provide comprehensive administrative support to executives, ensuring efficient office operations and effective communication management.
• Coordinate schedules, travel arrangements, and meetings, maintaining confidentiality and professionalism.
• Manage office supplies, equipment maintenance, and vendor relationships to ensure smooth daily operations.
• Handle sensitive information, representing executives in interactions with clients and stakeholders.
• Oversee special projects and ensure timely completion of administrative tasks.
• Maintain accurate records, files, and correspondence using Microsoft Office tools.
• Support the team with calendar management, scheduling, and coordination of events.
• Ensure compliance with office policies and procedures to maintain a professional environment.

Key Responsibilities & Duties

• Coordinate executive schedules, appointments, and meetings, ensuring all commitments are met promptly.
• Manage office operations, including equipment maintenance and supply inventory.
• Handle incoming communications, directing inquiries to appropriate personnel and maintaining confidentiality.
• Prepare reports, correspondence, and meeting minutes using standard office formats.
• Assist in organizing events, coordinating logistics, and monitoring required certifications for executives.
• Oversee travel arrangements, including accommodations and agendas, for company personnel.
• Troubleshoot IT and office equipment issues, liaising with vendors for resolution.
• Maintain a clean, safe, and professional office environment by adhering to established procedures.

Job Requirements

• Associate of Arts (AA) degree or equivalent educational background required.
• Minimum of 2 years of experience in office management or administrative support; 4 years preferred.
• Proficiency in Microsoft Office Suite, including calendar management and document preparation.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills, maintaining professionalism under pressure.
• Experience in construction, engineering, or architectural design industries is a plus.
• Ability to handle sensitive information with discretion and confidentiality.
• Physical ability to perform office tasks, including lifting up to 25 pounds occasionally.