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Executive Administrative Coordinator

2 months ago

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

Position: Executive Administrative Coordinator

Reports to: Chief Executive Officer

Company: Swenson Stone Consultants, Ltd.

About Us:

Swenson Stone Consultants is a leading firm in the natural stone sector, recognized for our commitment to excellence, quality, and innovative solutions. We pride ourselves on delivering outstanding natural stone products and services, establishing ourselves as frontrunners in the industry.

Job Overview: As the Executive Administrative Coordinator, you will be instrumental in facilitating the efficient functioning of the executive office. Your primary duty will be to assist the CEO and the Executive Team with a variety of administrative and clerical responsibilities. This role demands a high degree of professionalism, exceptional organizational capabilities, and the ability to manage multiple tasks effectively.

Key Responsibilities:

  • Primary Contact: Act as the professional liaison for the organization, managing phone calls, screening inquiries, and redirecting as necessary.
  • Calendar Oversight: Organize and oversee the CEO's calendar, coordinating appointments, meetings, and events.
  • Email Management: Supervise incoming emails, alerting the CEO to urgent requests 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: Provide assistance to the CEO with technical needs, including video conference participation.
  • Document Organization: Archive important emails and documents in Google Drive, prepare and distribute correspondence, memos, and forms.
  • Supply Management: Monitor office supplies inventory and reorder as required.
  • Meeting Preparation: Compile necessary 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, etc.
  • Shipping Coordination: Print architectural plans and prepare FedEx shipments.
  • Technical Coordination: Organize technical support, troubleshooting, and routine maintenance.
  • Errand Management: Perform errands such as postal checks.

Qualifications:

  • Technical Skills: Proficient in Gmail/GSuite, Microsoft Word, Excel, PDF management, and general office tasks.
  • Typing Proficiency: Must demonstrate fast, efficient, and accurate typing skills.
  • Professional Communication: Ability to communicate in a professional manner effectively.
  • Time Management: Strong time management skills with the ability to prioritize tasks.
  • Attention to Detail: Exceptional attention to detail and problem-solving abilities.
  • Communication Skills: Excellent written and verbal communication skills.
  • Organizational Skills: Strong organizational abilities with multitasking capabilities.
  • Pressure Management: Capacity to perform well under pressure.

Why Work With Us:

At Swenson Stone Consultants, you will contribute to shaping iconic skylines while building on our rich legacy. Enjoy competitive compensation, comprehensive benefits, and the flexibility to work remotely.

Benefits:

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

Application Process:

If you are a detail-oriented professional 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 based on qualifications and operational needs, adhering to applicable pay transparency regulations.