Executive Assistant

Nichols Contracting (NCI) is a family-owned and operated Construction and Contracting business headquartered in Columbia, MD with offices in Venice, Royal Palm Beach, Orlando, FL, with a team of 170 employees. NCI is a full-service general contractor focused on providing premier services in all aspects of the construction process, from concept to completion. We manage a broad range of commercial construction projects, including new construction, tenant fit outs, and renovations. NCI services a diverse group of markets including federal, state, and local governments, as well as a variety of corporate and special industry organizations that require complex life safety and critical infrastructure needs.

The Executive Assistant will provide high-level administrative support to the Chief Operating Officer. This role also organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Functions:

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.
• Sustain a daily calendar of meetings and events.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's ability to effectively lead the company.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment; performs additional duties as assigned by COO.
• Draft and prepare correspondence for internal announcements, executive meetings, and organizations that the COO is involved with.
• Manage the COO's contacts
• Be responsive to emails/texts/phone calls, with contact outside normal business hours
• Welcome the Executive's guests by greeting them, in person or on the phone; answering or directing inquiries.
• Use discretion, confidentiality, and good judgment to handle executive matters.
• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.
• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
• Complete ad-hoc projects as assigned — such as personal events and/or family needs.
• Organize complex calendars and schedules, resolving any scheduling issues.

• Perform other duties as assigned.

Job Requirements:

• 5+ years of experience required in working in a CEO / President / C-Level assistant role.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Ability to communicate effectively and professionally.
• Willingness to stay up to date with the latest administrative methods and technology.
• Excellent attention to detail

Attributes:

• BUSINESS SENSE has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• COMMITMENT TO EXCELLENCE - perform duties at the highest level possible on a consistent basis.
• EXCELLENT COMMUNICATOR - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to WORK WITH SENSITIVE INFORMATION.
• TEAM PLAYER - have team-oriented experience and approach.
• SERVICE FOCUS - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to THINK OUTSIDE OF THE BOX with a SENSE OF URGENCY.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to independently ascend and descend stairs.
• Ability to independently reach, twist and bend.
• Ability to independently remain stationery for extended periods of time; and
• Ability to independently lift up to 30 pounds when required by work assignment.

Benefits: 401k, Health Insurance (medical, dental, and vision), PTO, Employer Paid Life Insurance, Tuition Reimbursement, Paid Holidays and much more

Salary: Competitive salary plus performance-based bonus incentives

Employee Acknowledgement: I have read the above position description, and I understand and agree with the terms and requirements for this position. I also understand and agree that such requirements may be amended and/or adjusted at any time.

Persons with mental and physical disabilities as defined by the Americans with Disabilities Act are eligible for this position as long as they can perform the essential functions of the job after reasonable accommodations are made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such people may not be eligible for this position.

Equal Employment Opportunity Policy:

Nichols Contracting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.