Executive Assistant

Job Overview

We are seeking a highly organized and proactive Executive Assistant to join our team at 1st Choice Flooring. This vital role offers the opportunity to support Executive Management by managing a wide range of administrative and operational tasks with energy and precision. The ideal candidate will excel in multitasking, possess exceptional communication skills, have extreme attention to detail, be flexible with a changing work environment and demonstrate a passion for creating efficient workflows. As an integral part of our organization, you will help ensure smooth daily operations, coordinate projects, and provide outstanding support that drives our mission forward.

Responsibilities:

Daily:

• Managing multiple calendars using Microsoft Outlook Calendar, scheduling meetings, appointments, travel arrangements, and conference room schedules with attention to detail.
• Providing comprehensive executive administrative support, including drafting correspondence, proofreading documents, and transcribing meeting notes.
• Handling office duties such as filing, data entry, maintaining office supplies, and overseeing front desk operations over lunch schedules to create a welcoming environment.
• Demonstrating excellent phone etiquette while managing multi\-line phone systems and responding promptly to inquiries from clients or team members.
• Completing and tracking expense reports for the executive team.
• Assisting with the daily administrative tasks for the COO and providing needed filing, follow up and tracking of multiple projects.
• Informing the COO of upcoming commitments, responsibility, meetings and correspondences.
• Notifying COO of important dates (employee birthdays, anniversaries) and key customer events.
• Handling confidential information with sound judgement and maintaining proper disposal of paper items for confidentiality.
• Maintaining various databases for contacts, passwords, files and other materials.

Occasionally:

• Preparing conference rooms for in\-person meetings including technology set up and cleanup of the conference rooms.
• Coordinating projects by tracking deadlines, preparing reports, and ensuring timely completion of tasks across departments.
• Maintaining vendor relationships and updating vendor contact sheets for COO.
• Assisting with tracking new products and processing them through the pricing process.
• Picking up deliveries, running errands, or assisting with other items for both business and personal reasons for executives.
• Being accessible for after\-hour questions or reminders if needed. Occasionally working a Saturday when needed for various projects.

Specialty:

• Assisting with organizing events and meetings, including venue booking, catering arrangements, preparing agendas, and managing logistics to ensure successful execution.
• Utilizing QuickBooks for basic assigned tasks.
• Assisting with digital design documents and project requirements.
• Tracking samples ordered and following up on their shipment. Attaching them to the appropriate job/client project and communicating to the proper Sales Representative.
• Assisting with the sample tracking to ensure proper samples are stocked, labeled and placed in correct locations for use by sales team.
• Assisting with marketing initiatives if needed to maintain signage, information and various marketing materials.
• Assisting with HR and Training tasks when needed.

Skills

• Proven experience in executive administrative support or personal assistant roles with strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools.
• Exceptional transcription for meeting notes and proofreading abilities to produce accurate documents swiftly.
• Knowledge of office management practices including filing systems, office experience, and clerical procedures.
• Ability to coordinate multiple projects simultaneously while maintaining attention to detail under tight deadlines.
• Highly detail\-oriented and structured organization.
• Ability to be flexible as the changes occur throughout the day and stay calm under shifting priorities.
• Strong customer service skills with professional phone etiquette and the ability to handle sensitive information discreetly.

Pay: $45,000\.00 \- $55,000\.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How would you describe your organization style?

Experience:

• Executive administrative support: 2 years (Required)

License/Certification:

• Drivers License (Required)

Work Location: In person