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Executive Office Assistant
1 month ago
Job Summary:
The Executive Assistant/Office Coordinator will offer high-level administrative support to the office project and executive teams within a dynamic commercial construction company. The ideal candidate must possess outstanding organizational abilities, meticulous attention to detail, and the capability to manage multiple tasks efficiently and professionally.
Key Responsibilities:
Administrative Support:
- Oversee and manage executives' schedules, including organizing meetings, appointments, site visits, and travel arrangements if required.
- Draft and revise correspondences, communications, presentations, and other documents.
- Handle incoming calls and emails, ensuring prompt and professional responses.
Office Management:
- Supervise the office to ensure a well-organized, smooth, and efficient working environment.
- Order and maintain office supplies and equipment as needed.
- Organize and coordinate office events, meetings, and conferences as necessary.
Document Management:
- Maintain and organize confidential and sensitive documents.
- Assist in preparing reports, estimates, proposals/quotes, job cards, and other project-related documentation.
- Review and interpret contracts, blueprints, etc.
- Ensure all files are current and easily accessible.
Project Coordination:
- Support project managers with scheduling, documentation, and communications.
- Track project timelines and milestones to ensure deadlines are met.
- Coordinate with various departments and external stakeholders.
Financial Assistance:
- Aid in budgeting, expense reports, payroll preparation, and other financial documentation.
- Manage invoices, purchase orders, and payment processing.
Communication:
- Serve as a liaison between executives, employees, and external parties.
- Communicate effectively with employees, clients, subcontractors, vendors, etc.
- Prepare meeting agendas, take minutes, and distribute action items.
Qualifications:
Education:
- A Bachelor’s degree in business administration, office management, or a related field is preferred.
- Relevant certifications (e.g., Certified Administrative Professional) are an advantage.
Experience:
- At least 3-5 years of experience as an executive assistant or in a similar administrative role, preferably in the construction industry.
- Proven experience managing complex schedules and coordinating multiple projects.
Skills:
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software like Salesforce is a plus.
- Ability to work independently and handle confidential information with discretion.
- Detail-oriented with strong problem-solving skills.
- Familiarity with traffic line painting, parking lot maintenance, and asphalt construction industry terms and practices is an asset.
Working Conditions:
- Typical office environment with occasional visits to job sites.
- Standard work hours, with occasional overtime.
- Fast-paced, deadline-driven environment.
