Description: Performs administrative duties for executive management. Responsibilities may include phone call duties, making travel and meeting arrangements, calendar management, preparing reports and financial data, training other support staff, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
Executive Assistant Responsibilities: - Manage and maintain executives- schedules - Prepare invoices, reports, memos, letters, and other documents - Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution - Open, sort, and distribute incoming correspondence, including faxes - File and retrieve corporate documents, records, reference materials and reports - Prepare responses to correspondence containing routine inquiries - Prepare and edit correspondence, communications, presentations and other documents - Conduct research, assemble and analyze data to prepare reports and documents - Manage and maintain executives schedules, appointments and travel arrangements - Arrange and coordinate meetings and events - Record, transcribe and distribute minutes of meetings - Monitor, respond to and distribute incoming communications - Answer and manage incoming calls - Receive and interact with incoming visitors - Interact with external clients - Co-ordinate project-based work - Review operating practices and implement improvements where necessary
Field Operations Coordinator Responsibilities: - Log superintendent-s weekly paperwork - Update punch list log - Ordering superintendent supplies: shirts, hard hats, fire extinguishers, 1st aid kits, field signs, etc. - Maintain Home Depot account - Maintain Safety Meeting Outlines account - Maintain 30 day, 6 month & 1 year client call backs - Injury reports - Maintain accident files - Correspondence with our Attorneys & ROC - Superintendent new hire orientation - Maintain/Coordinate/Schedule Company Training programs: safety, computer training, etc. - Schedule Quarterly/Peer reviews - Coordinate Safety Committee - Maintain STEP Safety rewards and program - Superintendent retreat/meetings - Miscellaneous tasks - Assist with phone coverage at front desk - Assist with scheduling Project Audits - Assist with Misc. safety inspection reporting - Assist with scheduling safety classes - Schedule QAQC jobsite meetings - Update Pre-mob De-mob logs and coordinate meetings
Key Competencies: - Organizational and planning skills - Communication skills - Information gathering and information monitoring skills - Problem analysis and problem solving skills - Judgment and decision-making ability - Initiative - Confidentiality - Attention to detail and accuracy - Flexibility - Excellent calendar management skills, including the coordination of complex executive meetings - Experience assisting management with the creation of presentations - Strong knowledge of MS Office applications and tools
Education/Experience: - Construction industry experience an advantage - 5 years- experience providing support at the executive level - Proficient computer skills and in-depth knowledge of relevant software - Knowledge of standard office administrative practices and procedures - Bachelor-s degree an advantagewe