Executive Assistant

4 weeks ago

Jupiter, Florida, United States Melhorn Architecture & Construction Full time
About Us

Melhorn Architecture and Construction is a leading residential design/build firm dedicated to exceptional craftsmanship and client satisfaction. Our integrated team of architects and construction professionals collaborates closely to deliver stunning, customized homes that exceed client expectations.

Job Overview

The Chief of Staff plays a crucial role in enhancing the efficiency and effectiveness of the Principal, and is integral to company's overall productivity. This position requires a proactive and organized individual who can manage a variety of tasks, maintain confidentiality, and act as a liaison between the executive and internal/external stakeholders.

Key Responsibilities
  • Serve as the liaison with the principal, senior leadership and other employees.
  • Oversee daily organizational operations in collaboration with managers, including managing the Principal's calendar, generating email correspondence, maintaining electronic files and coordinating meetings with primary goal of supporting and enhancing the effectiveness of the Principal.
  • Scheduling internal meetings with team, one-to-ones with direct reports, and external meetings with clients and consultants, through Gmail and Google Calendar.
  • Manage all communication including meeting notes, proposals, followups, etc. Process incoming communications to help make principal more effective.
  • Coordinate relationships with clients and consultants, understanding the roles of the Architecture and Construction teams and funneling inquires through the proper channels.
  • Organize 6mo and 12mo check-ins with all employees. Develop and manage processes for hiring employees and employee retention.
  • Facilitate completion and/or delivery of inter-office deliverables.
  • Follow through with team to make sure Principal and all participants are prepared for meetings.
  • Organize 6mo and 12mo check-ins with all employees. Develop and manage processes for hiring employees and employee retention.
  • Primary contact at reception to greet clients, set up meetings, answer phones and greet visitors.
  • Make recommendations for office process improvement and assist with regular assessments of internal and external procedures.
Secondary Roles
  • Assist with Personnel management.
  • Manage orders for office supplies, snacks, and general maintenance needs of office, coffee machine, etc. Amazon / Shipt delivers. Maintain stocked bathroom, kitchen etc. Direct landscape, office cleaner, appliance maintenance repair people, pest control, and other office services as necessary.
  • Be the point person and gatekeeper for employee benefit sign-ups or changes to benefits such as healthcare and 401K.
  • Coordinate with the team for new hire preparations or post-termination/resignation process.
  • Coordinate with outsourced IT company on office needs, hardware and software management.
  • Maintain software subscription management, accounting for the use of company technology, iPhones, iPads, laptops, etc.
Requirements
  • Bachelor's degree in Business or a Design-related field, Master's degree preferred.
  • Excellent leadership, communication, and interpersonal skills.
  • Proven ability to manage multiple projects simultaneously while maintaining a high level of detail and quality.
  • Strong problem-solving skills and ability to adapt to changing needs and develop creative solutions
What We Offer
  • Salary range from $70-105k, dependent on experience.
  • Paid time off
  • Medical and Dental Insurance
  • 401K
  • A collaborative and innovative work environment.

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