JOB OVERVIEW
Do you thrive in organizing chaos in a fast-paced, ever-changing, and growing environment? Have you been an EA for companies in multiple industries?
An EA in our environment is someone who aspires to assist with demonstrated confidentiality and discretion, who can plan out tasks, ensure deadlines are met, work as a team player and ensure quality standards are kept. If that excites you, then we may have the perfect EA role for you.
We are seeking an experienced, high level, Executive Assistant to work remotely filling a major role supporting the Management Team. Ensuring accuracy and completeness you will manage emails, calendars, and expenses, attend meetings to support management, Communicate with internal and external stakeholder, and Project Assist with the Team on projects.
If this sounds like it may be a good fit for you, please read on.
About Our Workplace Environment: We are about work/life balance in this fast paced ever changing environment of design build construction. We believe in mutual honesty and respect with those we work with and understand that we ALL are focused on the same end goal of exceeding customer expectations while delivering quality design and craftsmanship.
Executive Assistant Job Responsibilities: The job responsibilities include but are not limited to the following:
Manages Emails, including filing and routing, organization, replies, and saving attachments.
Manages Calendars for Executive’s, including scheduling internal and external meetings, Time Blocking, re-schedule as needed, arrange travel accommodations, including airfare, hotels, cars, restaurants.
Manages Expenses, including filling out expense reports and other paperwork on behalf of the executives, contacting and resolving errors with vendors on incorrect expenses.
Project Assist including internal research, order samples/products, uploading & entering information in CRM & project management software, working & follow-up with vendors, task creation and monitoring in PM software
Communication includes maintaining contact database, creating Loom videos for repetitive tasks, receive Teams messages with tasks, requests, etc.
Attend Meetings Remotely includes taking minutes, creating action items for all attendees, email action items along with copy of minutes, create “To Do” items in BT/Project Teams and assign task for completion.
Work Hours: Our office hours are Monday – Friday, 7am – 4pm PST with some flexibility
Executive Assistant Skills and Qualifications:
Bachelor’s Degree preferred (if not, must have worked at minimum 5 years in Executive Assistant role)
Confidentiality – Must sign NDA Agreement & pass a Background Check
Excellent organization and time-management skills
Strong written and verbal communication skills in English
Proficient in Microsoft Office 365- Teams, Outlook, SharePoint, Word, Excel
Construction Industry knowledge preferred (if no experience, willing to learn)
Builder Trend Software and Bluebeam Revu experience preferred (if no experience, willing to spend extra time to learn the software)
During the interview process the successful candidate will be asked questions and participate in a live video interview.
How to Apply:
Please submit your resume, cover letter, and answers to the 5 questions listed below to [email protected]. If you are considered for the position, you will receive a reply with a link to upload an audio or video introduction (required) outlining your qualifications and interest in the position.
Please note that only applicants who complete all 4 requirements will be considered for interviews.
If you are selected for an interview, you will be given a task to complete, and the interview will be conducted on MS Teams. We look forward to reviewing your application!
1. Describe the last 2 EA roles you have had and what you did for the company?
2. Tell us about the best working relationship you have had with a previous CEO/President?
3. Are you currently working? If yes, what about your current position is making you look elsewhere for work?
4. This is a 40hr a week role, what is your desired compensation.
5. What about this job post resonates with you and why?
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