Executive Assistant

4 weeks ago

Ontario, United States SNQPA Richard Chow Full time
Job DescriptionJob Description

Family owned Consruction company

Reports to Project Administration Manager

  • Responsible for assisting several Project Managers
  • Knowledge and Experience:
  • Construction background – 3 to 5 years’ experience working as a project assistant in the construction field.
  • Microsoft Office 2010 – advanced level
  • Word – must know how to work with tables, graphs, reformat documents, insert headers and footers, and insert file name and path.
  • Excel – must know how to create spreadsheets with simple formulas
  • Outlook – must be able to work with multiple calendars, schedule appointments
  • Be able to type business letters, memos, etc. with proper format and grammar.
  • Professional demeanor, ability to converse with clients and customers.
  • Ability to meet deadlines efficiently and calmly.
  • Ability to multi-task.

Key Tasks and Responsibilities:

  • Screen calls as necessary.
  • Keep calendars up to date and make appointments as needed.
  • Setup conference room for meetings; greet clients.
  • Open mail.
  • Print plans as needed.
  • Make travel arrangements as needed.
  • File and archive all correspondence and Project Manager Job Books.
  • Keep Project Managers’ offices/desks neat and organized.
  • Assist Project Managers by preparing all necessary back up relating to change requests, change orders and cost estimates.
  • Type and process Cost Estimates. Keep Cost Estimate books up to date.
  • Distribute contract documents to subcontractors, including drawings, specifications, and general conditions. Include any accepted alternates or addendums with documents.
  • Schedule all required construction meetings with required personnel, subcontractors, architects and owners.
  • Type meeting minutes using Project Manager’s notes and distribute in a timely fashion.
  • Prepare correspondence for Owner, Architect, Engineers, Subcontractors, Suppliers, etc. Examples of referenced correspondence include, but not confined to the following items: Schedule of Values (SOV), project schedule, memos, and request for information (RFI), transmittals, submittals, commencement, delay and substantial completion letters.
  • Daily communication with Project Managers to manage and prioritize tasks.
Company DescriptionWhether you are looking to get a new job, move up the corporate ladder, re-enter the workforce, get more experience, or just gain more control over your schedule, Staffing Network & Quality Placement Authority can help you locate the position that best matches your skills and interests.Company DescriptionWhether you are looking to get a new job, move up the corporate ladder, re-enter the workforce, get more experience, or just gain more control over your schedule, Staffing Network & Quality Placement Authority can help you locate the position that best matches your skills and interests.

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