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Executive Administrative Coordinator

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 distinguished firm in the natural stone sector, recognized for our commitment to excellence, quality, and innovation. We are seeking a proficient Administrative Assistant to support our executive team and contribute to our ongoing success.

Job Overview: In the role of Administrative Assistant to the CEO, you will be integral to the efficient functioning of the executive office. Your main duty will be to assist the CEO and the Executive Team with a variety of administrative and clerical responsibilities. This position demands a high degree of professionalism, exceptional organizational abilities, and the capacity to manage multiple tasks effectively.

Key Responsibilities:

  • Primary Contact: Act as the main professional point of contact for the organization, including managing phone calls and directing them appropriately.
  • Calendar Oversight: Organize and oversee the CEO's calendar, arranging 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 with technical issues, including video conference participation.
  • Document Organization: Archive important emails and documents, prepare and distribute memos and forms.
  • Inventory Management: Monitor office supplies and reorder as necessary.
  • Meeting Preparation: Collect relevant information and documents for upcoming meetings and engagements.
  • Document Editing: Edit PDF files and maintain Excel records.
  • Consultant Assistance: Support the preparation of consultant reports, submissions, and contracts.
  • Shipping Coordination: Print necessary documents and prepare packages for shipping.
  • Technical Coordination: Arrange for technical support and regular system checkups.
  • Errand Coordination: Perform errands as needed.

Qualifications:

  • Technical Skills: Proficient in Gmail/GSuite, Microsoft Office Suite, PDF management, and general office equipment.
  • Typing Proficiency: Capable of typing quickly and accurately.
  • Professional Communication: Strong communication skills are essential.
  • Time Management: Excellent organizational skills with the ability to prioritize tasks effectively.
  • Attention to Detail: Strong focus on detail and problem-solving capabilities.
  • Communication Skills: Exceptional written and verbal communication abilities.
  • Organizational Skills: Highly organized with the ability to manage multiple responsibilities.
  • Pressure Management: Ability to perform well under pressure.

Why Work With Us:

At Swenson Stone Consultants, you will have the opportunity to influence global architecture while building on our extensive legacy. Enjoy competitive compensation, comprehensive benefits, and the flexibility to work remotely.

Benefits:

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

Application Process:

If you are a detail-oriented Administrative Assistant with a passion for quality, please submit your resume and cover letter. Use the subject line "Administrative Assistant Application - [Your Name]" when applying.

Equal Pay: Salary typically ranges from $50,000 to $70,000, depending on qualifications and operational needs.