Provide support to the owner/president or other management personnel by effectively managing his schedule and performing a wide variety of responsible, complex and confidential administrative, secretarial, analytical, and research duties. Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. This classification requires leadership qualities such as adaptability, flexibility, dependability and accountability, requiring a high degree of professional independence, initiative and self-discipline.
1. Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
2. Prepare internal and external corporate documents for team members and industry partners
3. Schedule meetings and appointments and manage travel itineraries
4. Arrange corporate events to take place outside of the work place. i.e. holiday parties, company picnics
5. Maintain an organized filing system of paper and electronic documents
1. Experience Requirements
a. Two (2) years of progressively responsible secretarial and administrative work experience, including at least one (1) year providing support to senior and/or executive level management.
2. Knowledge Requirements
a. Knowledge of modern methods of office administration.
b. Knowledge of business correspondence formatting.
c. Knowledge of proper telephone etiquette.
d. Knowledge of proper English usage, spelling, grammar and punctuation.
3. Skill Requirements
a. Highly proficient computer skills including Word, Excel, PowerPoint and e-mail applications.
b. Exemplary customer service skills including the ability to identify needs provide prompt response, and exercise patience, respect and professionalism in all interactions.
c. Skill in independently prioritizing, planning, coordinating, organizing, leading and monitoring multiple organizational projects of a complex nature simultaneously and quickly adapting to changes in time frames.
d. Skill in communicating effectively, both orally and in writing.
e. Skill in researching and analyzing issues and offering creative solutions.
4. Abilities Requirements
a. Ability to exercise tact and discretion in preparing, handling and disclosing information of a confidential, controversial and/or sensitive nature.
b. Ability to establish and maintain effective working relationships with all levels of the organization and the public.
c. Ability to anticipate supervisor’s needs and be prepared with answers/details.
d. Ability to manage projects and work through all of the details, keeping supervisor informed.
e. Ability to analyze and resolve office administration and procedural problems.
f. Ability to read, understand and apply complex legal documents, contracts, etc.
g. Ability to interpret and implement policies and procedures.
h. Ability to read, interpret and present information efficiently and effectively.
5. Physical Abilities Requirements
a. Ability to sit for extended periods.
b. Fine dexterity to operate computer, calculator and other office equipment.
c. Ability to occasionally bend, stoop and reach for supplies, files, etc.
6. Daily Tasks
a. Petty Cash
b. Backorder report – process and send to Project Managers daily
c. Update Random Lengths
d. Travel Reservations
e. Notarize lien waivers
f. Maintain calendar
g. Maintain contracts, change orders and forms for manager's signature
h. Process paperwork requirements for new contracts
i. Take Meeting Notes
j. Tasks as assigned
Associates Degree or Bachelor's Degree
5+ years office experience