Estimating Executive Assistant

4 weeks ago

Orange, United States Marina Landscape Full time

**_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;
- 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.
- Customer Service: Consistently exceeds customer expectations;

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