Office Coordinator for Executive Management

2 weeks ago

Holbrook, Massachusetts, United States Talent Foundry International Full time

Position Overview:

The Senior Executive Administrative Assistant will provide comprehensive administrative support to the executive team and project management within a leading commercial construction firm. The ideal candidate will demonstrate exceptional organizational skills, a keen eye for detail, and the ability to juggle multiple responsibilities effectively and professionally.

Core Responsibilities:

Administrative Duties:

  • Manage executives' calendars, including scheduling meetings, appointments, site visits, and travel arrangements as necessary.
  • Compose and edit correspondence, presentations, and various documents.
  • Respond to incoming calls and emails promptly and professionally.

Office Administration:

  • Ensure the office operates smoothly and efficiently.
  • Procure and maintain office supplies and equipment as required.
  • Plan and coordinate office events, meetings, and conferences.

Document Oversight:

  • Organize and maintain confidential documents.
  • Assist in creating reports, estimates, proposals, and other project-related materials.
  • Review contracts, blueprints, and other technical documents.
  • Ensure all files are organized and easily retrievable.

Project Support:

  • Assist project managers with scheduling, documentation, and communication tasks.
  • Monitor project timelines and milestones to ensure timely completion.
  • Collaborate with various departments and external partners.

Financial Support:

  • Assist with budgeting, expense reporting, payroll preparation, and other financial documentation.
  • Oversee invoices, purchase orders, and payment processing.

Communication Facilitation:

  • Act as a liaison between executives, staff, and external stakeholders.
  • Communicate effectively with employees, clients, subcontractors, and vendors.
  • Prepare meeting agendas, document minutes, and distribute action items.

Qualifications:

Education:

  • A Bachelor's degree in business administration, office management, or a related discipline is preferred.
  • Relevant certifications (e.g., Certified Administrative Professional) are advantageous.

Experience:

  • A minimum of 3-5 years of experience as an executive assistant or in a comparable administrative role, ideally within the construction sector.
  • Demonstrated experience in managing complex schedules and coordinating multiple projects.

Skills:

  • Outstanding organizational and time management capabilities.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office software like Salesforce is a plus.
  • Ability to work independently while handling confidential information with integrity.
  • Detail-oriented with excellent problem-solving abilities.
  • Knowledge of traffic line painting, parking lot maintenance, and asphalt construction terminology is beneficial.

Work Environment:

  • Standard office setting with occasional visits to job sites.
  • Regular working hours, with potential for overtime.
  • Fast-paced and deadline-oriented atmosphere.

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