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Senior Executive Support Specialist

2 months ago

Columbia, Maryland, United States Havtech LLC Full time
Job Overview

POSITION SUMMARY

Havtech LLC is in search of a skilled Executive Assistant to provide comprehensive support to our New Equipment Sales Director. The ideal candidate will excel in managing schedules, organizing travel logistics, and delivering high-level administrative assistance. Success in this role requires exceptional organizational abilities, professionalism, and strong time management skills.

KEY RESPONSIBILITIES include, but are not limited to:

  • Serve as the primary liaison for the New Equipment Sales Director.
  • Oversee calendar management and coordinate meeting schedules.
  • Facilitate executive communications, including handling phone calls, responding to correspondence, and engaging with clients.
  • Arrange travel and accommodation logistics.
  • Compile and generate reports utilizing Excel, Word, PowerPoint, CRM, and PowerBI.
  • Prepare and format internal and external communications such as memos, emails, presentations, and reports.
  • Document meeting minutes, establish action items, and ensure follow-up for completion.
  • Maintain a professional demeanor in interactions with staff and clients.
  • Exhibit proactive thinking, self-motivation, and the ability to work independently.
  • Adhere to strict confidentiality protocols.

QUALIFICATIONS include:

  • A Bachelor’s degree.
  • A minimum of five (5) years of experience in direct executive support.
  • Advanced proficiency in Excel, including pivot tables and V-lookups.
  • Strong command of the MS Office Suite.
  • Exceptional organizational and time management capabilities.
  • Ability to collaborate effectively and delegate tasks as necessary.
  • Preferred experience in the HVAC or Construction sectors.
  • Experience in data analysis is a plus.
  • Availability to work on-site during standard business hours.

PHYSICAL REQUIREMENTS

The physical demands outlined here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.

While fulfilling the duties of this role, the employee is regularly required to sit, use hands for tasks, reach with arms, and communicate verbally. The employee frequently stands and walks, and must regularly lift or move up to 10 pounds, with the ability to frequently lift or move up to 25 pounds.

WORK ENVIRONMENT

The characteristics of the work environment described here are typical of those encountered while performing the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities.

The noise level in the work environment is generally quiet.

DISCLAIMER

Human Resources reserves the right to modify this job description at any time. Any unauthorized changes made by an employee may result in disciplinary action, up to and including termination.