What are the responsibilities and job description for the Executive Administrative Assistant position at CCI Mechanical, Inc.?
About Us:
Qualifications:
We specialize in the design, installation, service, and maintenance of commercial and industrial projects. As a design-build leader, our team has constructed and maintained mechanical systems for a wide variety of high-profile clients, including hospitals, data centers, manufacturers, hotels, universities, office buildings, and more.
Job Summary:
An Executive Assistant is a professional responsible for managing an executive's calendar, scheduling meetings, handling phone calls, making travel arrangements, coordinating administrative tasks, and acting as a primary point of contact, often requiring strong organizational skills, excellent communication, and the ability to handle confidential information with discretion; essentially serving as a trusted right-hand to the executive to streamline their daily operations
Essential Duties & Responsibilities:
DUTIES INCLUDE BUT ARE NOT LIMITED TO
- Practice and adhere to the “CCI Way”
- Scheduling meetings, appointments, and managing executive leadership calendars effectively.
- Answering and screening phone calls, managing email correspondence, and routing inquiries appropriately.
- Booking flights, accommodations, and transportation for business trips.
- Preparing meeting agendas and taking minutes.
- Planning and overseeing corporate events such as fundraisers (Golf tournament to benefit the Children’s Center), summer party, holiday party, and other events.
- Organizing and filing important documents, preparing reports, and handling correspondence.
- Manage office supplies, interior office maintenance, janitorial services, corporate apparel orders, annual service awards, and executive leadership expense reports.
- Maintain discretion when handling sensitive information.
- Maintain corporate business and contractors licensing.
- Facilitate annual certificate of insurance (COI) renewals and bonding duties.
- Perform corporate environmental reporting requirements.
- Prepare monthly newsletter.
- Utah Notary.
- Assist with daily mail and cash receipts preparation procedures.
Qualifications:
REQUIRED SKILLS:
Excellent Communication Skills
- Strong verbal and written communication to interact with internal and external stakeholders effectively.
Organizational Skills:
- Ability to prioritize tasks, manage multiple projects simultaneously, and work efficiently under pressure.
Time Management
- Proficient in managing schedules and meeting deadlines.
- Proficiency in Microsoft Office Suite
- Expertise in applications like Outlook, Word, Excel, and PowerPoint
Attention to Detail
- Ability to ensure accuracy in all tasks and deliverables.
Problem-solving Skills
- Identifying issues and finding solutions proactively.
- Perform other duties as required
KNOWLEDGE, SKILLS, & ABILITIES:
Proficient in Microsoft, PowerPoint, Outlook, Excel, Project and Word.
EDUCATION: High School diploma
EXPERIENCE: Minimum of 5 years’ experience as a high-level Administrative Assistant.
CERTIFICATE/LICENSE: None
PHYSICAL DEMANDS/WORKING CONDITIONS –
Requires prolonged sitting, some bending, stooping and stretching. Requires normal range of hearing and eyesight to record, prepare and communicate reports. Requires lifting up to 75 pounds occasionally. Work is performed in the office onsite.
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Equal Opportunity Employer: As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees: Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.