What are the responsibilities and job description for the Executive Administrative Assistant (100% Remote) position at First Choice Surveying Inc?
ABOUT FIRST CHOICE SURVEYING
First Choice Surveying is a Florida land surveying company. Our office team works remotely, and our field crews survey residential properties across the state. Our standard is simple: quality, reliability and efficiency on every order.
POSITION SUMMARY
The Executive Administrative Assistant is the right hand of the Director of Operations. You keep his calendar, meetings, inbox and files organized so he can focus on running field and office operations. You will prepare and document meetings, handle routine communication, keep documents in order and prepare recurring reports. When the work connects to the Director, you will also give light support to other managers.
This is a focused administrative support role. The right person is organized, dependable and discreet, comfortable working on their own from home, and quick to learn the company’s systems and routines.
KEY RESPONSIBILITIES
AREA
WHAT IT INVOLVES
Scheduling and calendar coordination
- Manage the Director of Operations’ calendar: schedule, confirm and reschedule meetings and calls
- Resolve conflicts and protect time for his priorities
- Send meeting invitations with the right attendees, links and materials
- Give him a clear view of the day and week ahead
Meeting preparation and documentation
- Prepare agendas and gather materials before meetings
- Take notes and record decisions and action items
- Send follow-ups and track open items until they are closed
Email and communication support
- Monitor and organize routine email for the Director
- Draft responses for his review and route messages to the right person
- Flag time-sensitive items so nothing is missed
- Communicate professionally with staff, clients and vendors on his behalf
Document management and organization
- Keep files organized and easy to find in Microsoft 365 and SharePoint
- Follow the company’s naming, filing and version practices
- Handle confidential documents with care
Report preparation
- Enter data accurately and prepare recurring reports in the company’s format
- Check reports for accuracy before they go out
- Deliver reports on schedule
General administrative support
- Handle day-to-day administrative tasks for the Director of Operations
- Support other managers with tasks connected to the Director’s work
- Keep simple trackers and lists current
- Take on other related administrative duties as assigned
SCOPE OF THE ROLE
This role stays within administrative support for the Director of Operations. Human resources work such as new employee setup and employee documents is handled by the company’s HR partner, not this role. Duties outside administrative support are not part of this position unless this description is formally updated.
WHAT SUCCESS LOOKS LIKE
FIRST 30 DAYS
DAYS 31 TO 60
DAYS 61 TO 90
- Owns the Director’s calendar and scheduling
- Handles general administrative requests reliably
- Completes the training videos and learns the company’s systems
- Prepares and documents the Director’s meetings
- Manages routine email with little direction
- Tracks follow-ups until they close
- Prepares recurring reports in the company’s format
- Keeps documents organized to company practice
- Works independently across all six areas
SKILLS AND COMPETENCIES
- Organization: juggles several priorities and deadlines without dropping details.
- Communication: writes clear, professional email and speaks with confidence on the phone and video calls.
- Discretion: handles confidential information, including leadership email and documents, with care.
- Accuracy: enters data and prepares reports carefully and checks the work.
- Ownership: follows through, anticipates what is needed next and asks when unsure.
- Self-direction: stays productive and responsive while working remotely.
- Learning: picks up new systems and processes quickly from written and video training.
QUALIFICATIONS
Required
- Working experience with Microsoft 365, including Outlook, Word and Excel
- Clear, professional written and verbal communication
- Strong organization and time management
- Florida residence
Preferred
- 1 to 2 years of administrative experience
- Calendar and meeting management for a manager or executive
- Data entry and reporting
- SharePoint experience
WORK ENVIRONMENT AND REMOTE SETUP
- Remote, computer-based work from a home office in Florida
- Reliable high-speed internet and a quiet, private workspace suited to confidential work
- Available by phone, email and video during scheduled hours
- Extended periods of computer and phone work
PAY AND BENEFITS
$20.00 to $23.00 per hour, based on experience. Eligible for company benefit plans. Enrollment is completed within the first 30 days of employment, and coverage begins the first of the month after 90 days.
EMPLOYMENT INFORMATION
Any offer is contingent on a successful background check. First Choice Surveying participates in E-Verify and is an equal opportunity employer.
This description covers the main duties of the role. It is not a complete list, and duties may change as business needs change. It is not a contract of employment.
Salary : $20 - $23