Administrative Assistant (Required Bilingual - English & Spanish )

Administrative& Personal Assistant to the CEO

Location: Omega Truss Systems, Inc.
Employment Type: Full-Time

Position Summary

Omega Truss Systems, Inc. is seeking a highly organized, professional, and dependable Administrative & Personal Assistant to provide comprehensive administrative and personal support to the Chief Executive Officer (CEO). This individual will serve as the primary point of communication for the CEO, ensuring daily operations run smoothly while managing schedules, coordinating meetings, responding to clients, and assisting with personal and business responsibilities.

The ideal candidate is proactive, trustworthy, detail-oriented, and able to anticipate the CEO's needs while maintaining the highest level of confidentiality and professionalism.

About Omega Truss Systems, Inc.

Omega Truss Systems, Inc. is a family-owned company specializing in the design, engineering, manufacturing, and delivery of high-quality custom roof and floor trusses for residential, commercial, and custom home construction. We are committed to exceptional customer service, quality craftsmanship, and building lasting relationships with contractors, architects, engineers, builders, and homeowners.

Personality & Professional Traits

The ideal candidate is confident, assertive, personable, and highly professional. This position requires someone who can comfortably communicate with contractors, builders, architects, engineers, vendors, homeowners, and executives on a daily basis.

The successful candidate must be able to build rapport quickly, maintain productive conversations, and represent Omega Truss Systems with professionalism and confidence. They should be comfortable speaking with individuals at all levels of the construction industry, asking questions when needed, following up on commitments, and ensuring clear communication between clients and company leadership.

This role requires someone who is:

• A strong communicator with an outgoing and engaging personality.
• Confident speaking with professionals in the construction industry.
• Professional yet personable in every interaction.
• Assertive without being confrontational.
• Able to remain calm and composed in high-pressure situations.
• A natural problem solver who takes initiative.
• Organized and capable of managing multiple priorities simultaneously.
• Comfortable making decisions and working independently.
• Highly dependable, trustworthy, and discreet when handling confidential information.
• Persistent in following up with clients, vendors, and team members to ensure tasks are completed.
• Able to anticipate the CEO's needs and proactively resolve issues before they become problems.

Key Responsibilities

Executive Support

• Manage the CEO's daily business and personal calendar.
• Schedule meetings, appointments, conferences, and company events.
• Coordinate travel arrangements, including flights, hotels, rental vehicles, and itineraries.
• Prepare daily schedules, meeting agendas, and reminders.
• Organize and maintain confidential business records and files.
• Assist in preparing reports, presentations, and correspondence.
• Prioritize incoming requests and keep the CEO informed of urgent matters.

Customer & Client Communications

• Answer incoming phone calls professionally.
• Take accurate and detailed messages.
• Respond promptly to text messages and emails from contractors, architects, engineers, homeowners, suppliers, and clients.
• Route inquiries to the appropriate department when necessary.
• Maintain excellent customer service while representing Omega Truss Systems professionally.

Administrative Duties

• Create meeting agendas and record important discussion points.
• Coordinate company meetings and follow up on assigned action items.
• Maintain office supplies and assist with general office organization.
• Assist with filing, scanning, data entry, and document management.
• Help coordinate company events, training sessions, and special projects.

Personal Assistant Responsibilities

• Schedule medical appointments, personal appointments, and family commitments.
• Coordinate reservations, accommodations, and personal travel.
• Assist with personal scheduling and time management.
• Anticipate the CEO's needs and ensure day-to-day responsibilities are handled efficiently.
• Handle sensitive and confidential information with discretion.

Organization & Coordination

• Maintain organized calendars and task lists.
• Track important deadlines and follow up to ensure completion.
• Communicate effectively with internal staff and external clients.
• Support multiple priorities in a fast-paced environment.
• Assist with special projects as assigned by the CEO.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Minimum of 3 years of executive, administrative, or personal assistant experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• Professional appearance and demeanor.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service skills.
• Ability to work independently with minimal supervision.
• Flexible schedule when business needs require additional support.

Required Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with Google Workspace.
• Comfortable using scheduling and calendar management software.
• Strong typing and computer skills.
• Experience in the construction, manufacturing, or building industry is a plus.
• Bilingual (English/Spanish)

Core Competencies

• Professionalism
• Integrity
• Reliability
• Confidentiality
• Organization
• Time Management
• Communication
• Problem Solving
• Initiative
• Adaptability
• Customer Service
• Attention to Detail

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Valid driver's license with reliable transportation for running business and personal errands.

Pay: From $49,000.00 per year

Work Location: In person