Executive Assistant

The Executive Assistant provides high-level administrative support to the CEO, CFO and Executive Leadership team as needed including, but not limited to, call screening, planning and coordinating meetings and events, calendar management, travel coordination, preparation of reports and special projects as needed.  Performs related work as required.

ESSENTIAL FUNCTIONS
The following duties are typical for this job. These are not to be constructed as exclusive or all inclusive. Other duties may be required and assigned.

• Provide administrative support to the CEO, CFO and Executive Leadership team
• Develop and/or prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receive, screen and direct incoming calls
• Manage calendars, email and coordinate meeting arrangements
• Coordinate travel arrangements and prepares itinerary
• Track expenses and reconcile company credit cards for executives
• Conduct research, compile data, and prepare reports for consideration and preparation by executive leadership
• Flexibility to work on special projects assigned by executives
• Interpret administrative and operating policies and procedures
• Occasionally may visit a construction job site
• Develops and maintains strong, customer-focused relationship with key stakeholders and decision makers
• Meet with external and internal stakeholders on behalf of executives
• Able to mentor and coach other, more junior, support staff
• Ability to work autonomously with confidence. Works effectively without constant and direct supervision or guidance
• Develops and maintains well-organized filing system that permits easy reference and rapid retrieval of information
• Ensures departmental compliance with timelines, reporting, etc.
• Prepares executives for meetings and provides them with the necessary documents and supporting information
• Acts as an extension of the executives and portrays an appropriate attitude and demeanor
• Salaried position that occasionally requires work outside of “normal business hours”

MINIMUM EDUCATION & EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• Minimum high school diploma, GED or equivalent. Bachelor’s degree in business administration or related field, or equivalent work experience preferred
• Minimum of six years of progressive experience as an administrative assistant, including a minimum of three years’ experience supporting senior-level managers
• General construction knowledge is preferred
• Ability to maintain strict confidentiality
• Strong experience with Microsoft Office Products (Excel, Word, Outlook, PowerPoint, Teams) is required
• Excellent communication skills, including written, verbal and listening
• Ability to remain flexible and make intelligent and quick decision, working well under pressure
• Possess emotional intelligence and the ability to adjust actions accordingly
• Ability to exercise independent judgment and decision making
• Excellent time management and organizational skills
• Ability to interact with employees at all levels of the organization, as well as external stakeholders
• Ability to gather and monitor information with problem analysis and problem-solving skills
• Strong attention to detail and accuracy

OTHER DUTIES
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of responsibilities and duties required of those in this position.