Office & Executive Assistant

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Overview:
Duties and responsibilities include, but are not limited to, scheduling meetings, oversight of company calendars, stocking of misc. office supplies, general administrative support, administrative committee support, fleet management, PTO tracking and calendar distribution, and administrative tasks associated with onboarding/offboarding.

Executive assistant:
Report to the Owner regarding misc. items, including but not limited to, calendar updates, printing of drawings, meeting scheduling and coordination, event setup and scheduling, travel coordination, etc.

Qualifications:
• Two or four-year college degree
• Two plus years office administration or office management skills preferred
• Strong computer skills and familiarity with Microsoft Office Suite
• Strong oral and written communication skills
• Self-motivated, problem solver with strong organizational skills
• Discretion and confidentiality

Summary:
• Express and believe in our company core values on a daily basis
• Manage and coordinate executive calendar, agenda and assist in planning and scheduling appointments
• Prepare documents, files and reports for daily task and scheduled meetings
• Manage information flow in a timely and accurate manner
• Receive and screen phone calls and redirect them when appropriate
• Handle, format and prioritize all outgoing or incoming correspondence (e-mail, letters, packages, etc.)
• Review, route, answer and monitor follow up action steps on correspondence
• Maintain confidence and protect operations by keeping information confidential
• Gather, analyze and maintain records required for administrative reporting ensuring it is organized and easily accessible
• Make travel and accommodation arrangements
• Assist with preconstruction project tasks
• Handle miscellaneous tasks and errands as required
• Maintain and distribute corporate calendar
• Event planning for all corporate events
• Identify the attendance requirements and expectations for each event
• Schedule and coordinate venues, caterers, entertainers, photographers, etc.
• Create before, during and after task and to-do lists and assign responsibilities
• Maintain event budgets