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Executive Support Specialist

2 months ago

Florida, United States Swenson Stone Consultants, Ltd. Full time

Position: Administrative Assistant to CEO

Reports to: CEO

Company: Swenson Stone Consultants, Ltd.

About Us:

Swenson Stone Consultants is a leading firm in the natural stone sector, renowned for our commitment to excellence, innovation, and quality. We pride ourselves on delivering outstanding natural stone solutions that have established us as pioneers in the industry.

Job Overview: The Administrative Assistant to the CEO is a vital role that ensures the efficient functioning of the executive office. This position is responsible for providing comprehensive administrative support to the CEO and the Executive Team, requiring exceptional professionalism, organizational capabilities, and the ability to manage multiple tasks simultaneously.

Key Responsibilities:

  • Point of Contact: Act as the primary professional liaison for the Company, managing phone calls, screening inquiries, and directing them appropriately.
  • Calendar Oversight: Organize and oversee the CEO's calendar, coordinating appointments, meetings, and events.
  • Email Management: Supervise incoming emails, alerting the CEO to urgent matters and managing correspondence.
  • Action Item Tracking: Maintain a detailed spreadsheet of Action Items for the CEO, providing regular reminders.
  • Email Drafting: Compose emails for the CEO based on handwritten notes or verbal instructions.
  • Technical Support: Assist the CEO with technical tasks, including joining virtual meetings.
  • Document Organization: Archive relevant emails and documents in Google Drive, and prepare and distribute correspondence, memos, and forms.
  • Inventory Management: Monitor office supplies and reorder when necessary.
  • Meeting Preparation: Compile essential information and documents for upcoming meetings and travel.
  • Document Review: Edit PDF documents and maintain Excel records.
  • Consultant Assistance: Support the preparation of consultant reports, submissions, contracts, and related tasks.
  • Shipping Coordination: Prepare architectural drawings and package them for shipping.
  • Technical Coordination: Organize tech support, troubleshooting, and routine maintenance.
  • Errand Management: Handle errands such as postal duties.

Qualifications:

  • Technical Skills: Proficient in Gmail/GSuite, Microsoft Word, Excel, PDF management, and general office equipment.
  • Typing Proficiency: Ability to type quickly and accurately.
  • Professional Communication: Strong communication skills with a professional demeanor.
  • Time Management: Excellent ability to prioritize tasks and manage time effectively.
  • Attention to Detail: Exceptional attention to detail and problem-solving abilities.
  • Communication Skills: Strong written and verbal communication skills.
  • Organizational Skills: Highly organized with the capability to multitask.
  • Pressure Management: Ability to perform well under pressure.

Why Choose Us:

At Swenson Stone Consultants, you will have the opportunity to influence global skylines while contributing to our rich 250-year legacy. We offer competitive compensation, comprehensive benefits, and the flexibility to work remotely.

Benefits:

Compensation based on experience, health and dental insurance, retirement plans, and annual bonuses.

Application Process:

If you are a meticulous Administrative Assistant with a passion for quality, please submit your resume and cover letter through the appropriate channels, using the specified subject line.

Equal Pay: Salary typically ranges from $50,000 to $70,000, based on qualifications and operational needs, in compliance with applicable regulations.