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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 innovation. We are currently seeking a highly competent Executive Administrative Coordinator to enhance our executive operations.

Job Overview: In the role of Executive Administrative Coordinator, you will be instrumental in facilitating the efficient functioning of the executive office. Your primary focus 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:

  • Point of Contact: Act as the professional liaison for the organization, managing phone communications, screening calls, and directing inquiries appropriately.
  • Calendar Oversight: Oversee and coordinate the CEO's calendar, arranging 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: Provide assistance to the CEO with technical tasks, including video conference participation.
  • Document Organization: Organize and store important emails and documents in the cloud, prepare and distribute memos and correspondence.
  • Supply Management: Monitor office supply levels and reorder as necessary.
  • Meeting Preparation: Compile necessary information and documents for upcoming meetings and travel.
  • Document Review: Edit PDF documents and maintain Excel files.
  • Consultant Assistance: Support the preparation of consultant reports, submissions, and contracts.
  • Shipping Coordination: Print necessary documents and prepare packages for shipping.
  • Technical Coordination: Organize technical support and ensure regular maintenance checks.
  • Errand Coordination: Manage errands as required.

Qualifications:

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

Why Work With Us:

At Swenson Stone Consultants, you will contribute to shaping the future of the natural stone industry while enjoying competitive compensation and comprehensive benefits.

Benefits:

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

Application Process:

If you are a meticulous Executive Administrative Coordinator with a passion for quality, please submit your resume and cover letter through the appropriate channels.

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