Executive Assistant

Job Title: Executive Assistant

Seniority Level: Mid Level

Employment Type: Full-Time (Onsite)

Time: 5:00 PM – 1:00 AM PST (Can vary according to client’s time zone)

Overview

We are seeking a highly organized and proactive Executive Assistant to support our CEO. The ideal candidate will act as the CEO’s right hand, providing vital administrative and executive support. This role requires excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will liaise with top management and employees, ensuring smooth operations and effective communication.

Key Responsibilities

● Administrative Support:

o Manage the CEO’s schedule, including arranging travel plans and appointments.

o Handle correspondence on behalf of the CEO, including emails, calls, and inquiries.

o Screen calls and emails, responding professionally and directing as appropriate.

o Prepare presentations, reports, and other essential documents with minimal direction.

● Communication and Liaison

o Act as a gatekeeper for the CEO, managing access and prioritizing time effectively.

o Communicate on behalf of the CEO with stakeholders, project managers, and staff.

o Serve as a bridge between the CEO’s office and internal departments, maintaining effective communication channels.

o Represent the company and the CEO positively, demonstrating excellent follow-up skills and informed decision-making.

● Executive Coordination

o Support senior management by scheduling meetings, coordinating agendas, and facilitating cross-departmental collaboration.

o Organize complex calendars and schedules, resolving any conflicts.

o Provide reminders for meetings and upcoming tasks, ensuring the CEO is well-prepared for all engagements.

o Manage and organize the CEO’s workflow, including email management and task organization.

● HR and Employee Support

o Organize and manage new employee orientation, onboarding, and training programs.

o Provide IT support as needed for new hires and ongoing training.

o Oversee the training program, including maintaining documentation, scheduling classes, and generating reports.

o Explain employee benefits and programs, such as medical insurance and 401K.

o Monitor employee performance aspects, such as attendance and sick leave.

o Maintain employee records and paperwork with discretion and confidentiality.

o Plan and oversee company social and training events.

● Operational Support

o Ensure all project sites are supported with necessary supplies and essentials.

o Provide administrative support across various departments as needed.

o Oversee website workflow management.

Qualifications

● Bachelor’s Degree required.

● Minimum of 2 years of experience in a similar role preferred.

● Superb written and oral communication skills.

● Basic understanding of the construction industry.

● Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word.

● Proficient in copy, scan, and email.

● Strong organizational skills, with the ability to manage multiple tasks efficiently.

● Demonstrated competencies in communication, planning, flexibility, customer service, problem-solving, attention to detail, and teamwork.

● Ability to maintain high levels of discretion and confidentiality.

If you are a resourceful, proactive individual with a passion for supporting executive leadership in a dynamic environment, we encourage you to apply.

Work Location: In person