Executive Assistant

JOB SUMMARY

Provide complete administrative support to the Chief Operating Officer. Duties include general clerical, purchasing, inventory and accounting responsibilities and project-based work. Project a professional company image through in-person and phone interaction. Other duties may be required as assigned by the Chief Operating Officer.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Generate and produce reports as requested.
• Meeting notes and follow up with participants.
• Scheduling meetings, creating agendas and assisting in presentations.
• Assist in answering and returning phone calls.
• Editing and proofing of Word/Excel documents and PowerPoint presentations.
• Schedule travel and manage calendar.
• Maintaining individual and company licenses.
• Assist in planning meetings & training for departments the COO oversees.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or GED is required.
• 5 years of executive administrative experience is required.
• High level of experience in Excel. Use of Macros is required.
• Experience with Microsoft Teams is required.
• Construction industry or engineering experience is a plus.
• Proven knowledge of Microsoft Office Software (i.e., Word, and particularly Excel) is required.
• Proven knowledge of Bluebeam is preferred
• Knowledge of general office machines and telephone systems is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
• Building positive working relationships with multiple levels of employees and management is required.
• Demonstrating integrity and professionalism is required.
• Demonstrating commitment to company values is required.
• Excellent organizational skills are required.
• Ability to follow-up on tasks and assignments in a timely manner is required.
• Excellent written and verbal communications skills are required.
• Ability to prioritize in a fast-paced multi-task environment is required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision is required.
• Ability to work effectively in a team environment is required.
• Complying with all operating policies, procedures, executed Plans, and Programs is required.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, walk, talk, and hear. The employee may infrequently be required to stand, reach, use hands to grasp objects and use fingers to move and/or feel objects. Specific vision abilities required by the job include close vision, distance vision, and peripheral vision. The physical strength rating of this job is classified as sedentary work which entails exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects, including the human body. Eye protection may be required. Operation of a computer keyboard, telephone, hand calculator, mailroom cart, and copier/fax machine may be required.