Estimating Executive Assistant

Job Description:  Estimating Executive Assistant

CLASSIFICATION PURPOSE

This exempt supervisory position is responsible for ensuring the efficient operation of various administrative functions including executive-level support, office procedures, and program maintenance; perform related work as required.

ESSENTIAL FUNCTIONS

The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification.  Management may assign other functions not listed herein at its sole discretion.

• Supports administrative functions to ensure efficiency, customer service, and accountability;
• learns and understands the structure and organization of the company;
• prepares correspondence and proofreads documents;
• contacts vendors, suppliers, clients, subcontractors, staff, etc.;
• creates forms, reports, presentation thru Word, Excel, and PowerPoint;
• coordinates calendars and meetings;
• prepares meeting agenda, updates minutes and follow up assigned tasks;
• attends various meetings, events, and serves on related committees as required;
• performs basic purchasing tasks (e.g., places routine orders, collects receivers and matches them to PO);
• assists business development, executive managers, CEO and CFO as needed;
• performs administrative functions (e.g., record keeping, filing, documentation);
• completes and reviews various forms or tasks, for accuracy, completeness, compliance, and on time;
• assists with special projects and assumes responsibility for their development, administration, and completion;
• maintains database for archived files;
• learns and understands various tools and applications use in the company, especially in Estimating Department and ability to use it effectively;
• conducts research and analyze products thru internet search;
• learns and understands some basic of computer networking, programming languages and database, and industry and proprietary software;
• learns and designs basic concept and layout for variety of projects;
• runs errands or travels to various branches as needed;
• and provides excellent service (e.g., accurate, complete, and timely) to clients, vendors, and company staff in a courteous and efficient manner.

KNOWLEDGE, SKILLS, AND COMPETENCIES

Knowledge Areas:  administrative, office, and record keeping procedures; business English (e.g., spelling, grammar, punctuation, and vocabulary); basic mathematics and accounting principles; landscape management practices; office equipment (e.g., computers, printers, faxes), policies, and practices; 10-key data entry; telephone, office, and online etiquette; personal accountability; facilities management; calendar maintenance; purchasing processes; safety and security programs; Microsoft Office suite; supervision; project management principles; and company customer service objectives, norms, and strategies.

Skills:  classify, store, and retrieve various types of information (e.g., executive, operational, administrative); compile, proofread, and verify data and information for accuracy and completeness; update and maintain files, calendars, and key performance indicators; read, understand, and follow verbal and written instructions and procedures; route mail, telephone messages, and customers correctly; identify typographical errors and correct spelling, grammar, punctuation, capitalization and word usage; operate modern office equipment (e.g., copiers, computers, printers); remain organized, multi-task, and function calmly in stressful situations; prioritize work to meet established deadlines; supervise employees; communicate effectively in verbal and written form; work with Microsoft Office suite; build and maintain effective relationships with vendors, partners and company staff; provide excellent customer service by ensuring clients’ needs are fulfilled in an accurate, complete, and timely fashion by demonstrating courtesy, efficiency, and professionalism.

Competencies

• Results Oriented: Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost and quality; holds performance as more important than process; sets specific, measurable and company-relevant goals and takes efficient action to accomplish success.
• Organization and Planning: Maintains an accurate schedule of events; prioritizes activities correctly to ensure deliverables are produced on time; electronic and hard copy files are systematically arranged and easily retrievable; understands the departmental and organizational calendars.
• Administrative Efficiency: Demonstrates highly-efficient time management skills; adept at multi-tasking to accomplish goals; generates purchase orders; places orders for job and office materials; applies support systems to ensure safety and efficiency.
• People Management: Responsible for staffing, training, and performance management; approves all paperwork; complies with all human resources procedures; views employees as assets.
• Office Equipment: Strong expertise in Microsoft Office applications and accounting software packages; uses and supports others’ usage of standard office equipment (e.g., printers, fax, copiers); operates a multi-line phone system effectively.
• Customer Service: Consistently exceeds customer expectations; keeps customers well-informed, listens to them attentively, and addresses their concerns; enacts a personal approach to customer service.
• Interpersonal Skills: Treats others with respect, collaboration, and support in such a way that work relationships are improved and morale is increased; has effective communication skills.

EDUCATION/EXPERIENCE

An example of the preferred education, training, and/or experience that demonstrates possession of the knowledge, skills, and competencies for this position includes:  at least three (3) years of professional experience involving administrative support, clerical responsibilities, and organizational procedures.

ESSENTIAL PHYSICAL CHARACTERISTICS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the functions required by this job classification.  Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the functions of this job classification, on a case-by-case basis.

Frequent:  sitting, time spent on the telephone, repetitive use of hands to operate computers, printers, and office equipment, standing, bending and stooping, twisting of waist side-to-side, turning and flexion of the neck, lifting and carrying objects weighing up to 50 pounds.

SPECIAL NOTES, LICENSES AND CERTIFICATIONS

Pre-employment:  Incumbents must sign the Confidentiality, Non-disclosure, and Non-solicitation Agreement prior to their first day on the job.

License:  A valid California class C driver’s license, which must be maintained throughout employment in this job classification, is required at the time of appointment.  Employees in this job classification may be required to use their own vehicle.

Certifications:  Though not required, possession of a Certified Notary Credential is preferred.

Language:  Though not required, bilingual English and Spanish skills are desirable.

Working Conditions:  Work is predominately in an office environment with associated noise, space, and computer screen exposure. 

Background Investigation:  Incumbents must have a reputation for honesty and trustworthiness.  Misdemeanor and/or felony convictions may be disqualifying depending on type, number, severity, and recency.  Prior to appointment, candidates are subject to a background investigation and/or drug test.

Introductory Period:  Incumbents appointed to this job classification will serve an introductory period of three months.

KEY PERFORMANCE INDICATORS

The Key Performance Indicators for this position will be specified at the time of appointment.

Marina Landscape, Inc. provides a family atmosphere where each of its team members are valued, and their ideas heard. Marina Landscape is 100% employee-owned, our employees share as the company grows and prospers. Join Marina Landscape, Inc. and become an owner