Job Overview
We are seeking a dynamic and highly organized Executive Assistant to support the CEO of a leading architecture and construction firm. This energetic professional will play a pivotal role in streamlining executive operations, managing complex schedules, coordinating projects, and ensuring seamless office functionality. The ideal candidate will thrive in a fast\-paced environment, demonstrating exceptional administrative skills, proactive problem\-solving, and a passion for supporting executive leadership. This paid position offers an exciting opportunity to be at the heart of innovative architectural and construction projects while providing vital administrative support to our visionary CEO.
Responsibilities
- Manage the CEO’s calendar with precision, scheduling meetings, appointments, and travel arrangements using Microsoft Outlook Calendar and Google Workspace.
- Provide comprehensive executive administrative support, including drafting correspondence, proofreading documents, transcribing meetings, and preparing reports.
- Coordinate project\-related activities by tracking deadlines, organizing files, and liaising with team members to ensure timely completion of tasks.
- Handle all office management duties such as filing, data entry, maintaining supplies, and overseeing front desk operations to ensure a professional environment.
- Organize and plan company events, meetings, and conferences with attention to detail using event planning best practices.
- Manage communication channels via multi\-line phone systems, phone etiquette standards, and email correspondence to ensure prompt responses.
- Support bookkeeping and financial recordkeeping using QuickBooks or similar software; assist with invoicing, expense tracking, and basic bookkeeping tasks.
- Maintain confidentiality while managing sensitive information related to projects, personnel, and company operations.
- Facilitate document signing processes through DocuSign or equivalent platforms; assist with transcription and proofreading of official documents.
- Provide exceptional customer service to internal teams and external clients by maintaining professionalism at all times.
- Proven experience as an executive assistant or personal assistant supporting C\-level executives within architecture or construction industries preferred.
- Strong organizational skills with the ability to multitask efficiently in a fast\-paced environment.
- Excellent computer literacy including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools.
- Demonstrated experience with office management tasks such as filing systems, front desk duties, and office supplies management.
- Skilled in event planning, project coordination, calendar management, and multi\-line phone systems operation.
- Familiarity with QuickBooks for bookkeeping purposes; experience with basic bookkeeping is a plus.
- Exceptional typing speed along with transcription and proofreading skills to produce accurate documents swiftly.
- Outstanding phone etiquette combined with excellent verbal and written communication skills.
- Ability to handle confidential information discreetly while maintaining high levels of professionalism. Join us in supporting innovative architectural visions while advancing your career in a vibrant environment that values dedication, organization, and proactive support!
- Paid time off
- Parental leave
Qualifications
Pay: From $50,000\.00 per year
Benefits:
Work Location: In person