Executive Assistant to CEO

KEY RESPONSIBILITIES

Employee & Office Administration

● Review employee time records, identify discrepancies, and follow up as needed.

● Verify employee hours, overtime, sick days, and gasoline expenses.

● Maintain accurate employee records and benefit documentation.

● Respond to employee and client inquiries and resolve administrative issues.

Contracts & Administrative Support

● Prepare, update, and maintain client and employee contracts.

● Prepare agreements and administrative documents for management review.

● Coordinate communications and meetings with current and prospective clients.

● Follow up on outstanding agreements, requests, and documentation.

Property & Contractor Operations

● Conduct property site visits and coordinate follow-up with contractors.

● Request and compare estimates for materials, repairs, and services.

● Coordinate municipal permits and construction approvals.

● Maintain organized property files, contractor agreements, and project documentation.

● Assist with rent collection follow-ups, deposits, and payment coordination.

● Coordinate property maintenance and company vehicle maintenance.

Licensing, Insurance & Compliance

● Monitor business licenses, permits, and renewal requirements.

● Maintain commercial insurance and Workers’ Compensation documentation.

● Coordinate insurance audits, renewals, and supporting paperwork.

● Track expiration dates, payment deadlines, and compliance requirements.

✅ QUALIFICATIONS

● Previous experience in office administration, operations coordination, or property management.

● Strong organizational and time-management skills.

● Excellent attention to detail and follow-up.

● Effective communication and problem-solving abilities.

● Proficiency in Microsoft Excel, email, and administrative software.

● Ability to manage multiple priorities independently and as part of a team.

● Professionalism, discretion, and accountability.