What are the responsibilities and job description for the Executive Assistant & Administrative Coordinator position at NSVIT?
Position OverviewThis role provides high-level executive support, handles day-to-day administrative functions, assists with basic financial tasks, and coordinates internal operations. The ideal candidate is organized, proactive, and comfortable working in a dynamic environment.Executive SupportManage executive calendars, schedule meetings, and coordinate prioritiesPrepare emails, reports, correspondence, and presentationsArrange travel, meetings, and event logisticsServe as communication support and follow-up manager for executivesAdministrative CoordinationMaintain office operations, supplies, vendor communication, and equipmentManage organized digital and physical filing systemsCoordinate team meetings, employee onboarding, and internal communicationAssist with company-wide scheduling needsFinancial & Controller SupportCollect receipts, invoices, and AP/AR documentationSupport entry preparation and coding for QuickBooks OnlineAssist with expense tracking and basic job costing documentationCompile payroll-related documents (timesheets, approvals, etc.)Project & Operations SupportAssist with proposals, RFP/RFI preparation, and client documentsHelp maintain project folders, records, and reportingProvide occasional scheduling or dispatch support as neededRequired:5 years of executive or administrative support experienceStrong written and verbal communication skillsProficiency in Microsoft Office, including strong Excel skills (sorting, filtering, formulas, spreadsheets)Experience with QuickBooks Online (QB Online) or similar accounting platformsExcellent organizational skills and attention to detailAbility to prioritize and manage multiple deadlinesHigh level of professionalism, discretion, and confidentialityPreferred:Experience in construction, trades, service industries, or low voltageBasic understanding of accounting, job costing, or AP/AR workflowsExperience supporting multiple executives or departmentsKey Traits for SuccessProactive, resourceful, and solution-orientedAble to work independently and handle shifting prioritiesStrong interpersonal and teamwork skillsPositive attitude with a willingness to help wherever neededCompany DescriptionNSVIT is a fast-growing low-voltage construction and technology company supporting multi-family, commercial, industrial, and healthcare clients. We’re seeking a detail-oriented Executive Assistant & Administrative Coordinator to support our executive team while keeping our operations running smoothly.
Salary : $23 - $30