executive office manager

Kerns Fine Jewelry

<div>
 
 
 Overview
 
 
 
 
 
 
 Kerns Fine Jewelry is a trusted, family-owned luxury jeweler with over 50 years of history in Burlingame. In 2024, Kerns expanded with the opening of Rolex and Patek Philippe boutiques in San Francisco, marking a significant new chapter of growth.
 
 
 
 
 
 We are seeking a highly capable
 
 Executive Assistant &amp; Office Manager
 
 to support the Co-CEOs and oversee the day-to-day administrative and office operations of a multi-location luxury business. This is a
 
 hybrid role
 
 designed for someone who combines executive-level judgment with operational ownership and exceptional attention to detail.
 
 
 
 
 
 This individual will serve as a trusted partner to leadership while also ensuring that the office environment, administrative systems, and internal coordination run smoothly and professionally.
 
 
 
 
 
 The role can be based at either or Burlingame or San Francisco stores.
 
 
 
 
 
 
 Role Summary
 
 
 
 
 
 
 The Executive Assistant &amp; Office Manager plays a dual role:
 
 <ol>
 <li>
 
 Executive Support:
 
 Providing high-level, proactive support to the Co-CEOs, managing schedules, communications, travel, and meeting coordination.
 </li>
 <li>
 
 Office &amp; Administrative Operations:
 
 Owning the day-to-day administrative functioning of the business across locations, ensuring organization, consistency, and efficiency.
 </li>
 </ol>
 
 
 
 
 This role requires strong judgment, discretion, precision, and the ability to operate independently in a fast-paced, high-standards environment.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 
 
 
 Executive Assistant Responsibilities
 
 
 
 
 
 <ul>
 <li>
 
 Calendar &amp; Schedule Management
 
 </li>
 <li>
 Manage complex calendars for the Co-CEOs, balancing internal priorities, external meetings, and travel with sound judgment.
 </li>
 <li>
 
 Email &amp; Executive Communications
 
 </li>
 <li>
 Monitor, triage, and respond to emails on behalf of the Co-CEOs; draft professional correspondence and ensure timely follow-ups.
 </li>
 <li>
 
 Travel Planning &amp; Logistics
 
 </li>
 <li>
 Coordinate domestic and international travel, including flights, accommodations, itineraries, and last-minute adjustments.
 </li>
 <li>
 
 Meeting Preparation &amp; Follow-Through
 
 </li>
 <li>
 Prepare agendas, organize materials, take notes when required, and track follow-up actions.
 </li>
 <li>
 
 Executive Support &amp; Anticipation
 
 </li>
 <li>
 Anticipate needs, identify potential issues early, and proactively support leadership effectiveness.
 </li>
 </ul>
 
 
 
 
 
 Office Manager &amp; Administrative Responsibilities
 
 
 
 
 
 <ul>
 <li>
 
 Office Operations &amp; Coordination
 
 </li>
 <li>
 Oversee day-to-day office operations across San Francisco and Burlingame, ensuring professional, efficient, and well-organized environments.
 </li>
 <li>
 
 Vendor &amp; Service Coordination
 
 </li>
 <li>
 Manage relationships with office vendors and service providers (supplies, maintenance, IT support coordination, etc.).
 </li>
 <li>
 
 Administrative Systems &amp; Processes
 
 </li>
 <li>
 Maintain organized systems for documents, records, expenses, and internal workflows; identify opportunities to improve efficiency.
 </li>
 <li>
 
 Expense &amp; Administrative Oversight
 
 </li>
 <li>
 Prepare and track expense reports, invoices, and administrative documentation in coordination with finance.
 </li>
 <li>
 
 Internal Coordination
 
 </li>
 <li>
 Support cross-functional coordination with hospitality, marketing, and store leadership teams as needed.
 </li>
 <li>
 
 Office Standards &amp; Consistency
 
 </li>
 <li>
 Ensure administrative consistency, professionalism, and attention to detail across all locations.
 </li>
 </ul>
 
 
 
 
 
 Qualifications &amp; Experience
 
 
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred or equivalent professional experience.
 </li>
 <li>
 5+ years of experience as an Executive Assistant, Office Manager, or similar senior administrative role supporting senior leaders.
 </li>
 <li>
 Experience in luxury retail, high-end hospitality, professional services, or similarly demanding environments strongly preferred.
 </li>
 <li>
 High proficiency with Microsoft Office, Google Workspace, calendar and scheduling tools.
 </li>
 <li>
 Demonstrated ability to manage complexity, shifting priorities, and confidential information.
 </li>
 </ul>
 
 
 
 
 
 Core Competencies (Critical to Success)
 
 
 
 
 
 <ul>
 <li>
 
 Judgment &amp; Prioritization
 
 </li>
 <li>
 Able to assess what matters most and act decisively without constant direction.
 </li>
 <li>
 
 Exceptional Attention to Detail
 
 </li>
 <li>
 Consistently accurate, thorough, and precise &mdash; especially under time pressure.
 </li>
 <li>
 
 Proactive Ownership
 
 </li>
 <li>
 Sees issues early, takes initiative, and follows through to resolution.
 </li>
 <li>
 
 Communication Excellence
 
 </li>
 <li>
 Clear, professional written and verbal communication with internal and external stakeholders.
 </li>
 <li>
 
 Discretion &amp; Confidentiality
 
 </li>
 <li>
 Handles sensitive information with absolute professionalism and trust.
 </li>
 <li>
 
 Adaptability &amp; Resilience
 
 </li>
 <li>
 Comfortable in a dynamic environment with changing priorities and expectations.
 </li>
 </ul>
 
 
 
 
 
 Working Style Expectations
 
 
 
 
 
 <ul>
 <li>
 Highly organized, self-directed, and reliable
 </li>
 <li>
 Calm and effective under pressure
 </li>
 <li>
 Comfortable working closely with senior leadership
 </li>
 <li>
 Takes pride in maintaining high standards and a polished operating environment
 </li>
 </ul>
</div>

Executive Assistant & Office Manager

Jobot

<div>
 Want to learn more about this role and Jobot Consulting? Click our Jobot Consulting logo and follow
 
 our LinkedIn page!
 
 
 
 Job details:
 
 
 Executive Assistant/Office Manager 6+ Month contract in Los Angeles, CA. Opportunity!!!
 
 
 
 This Jobot Consulting Job is hosted by: Robert Reyes
 
 Are you a fit? Easy Apply now by clicking the "Easy Apply" button
 
 and sending us your resume.
 
 Salary: $23 - $42 per hour
 
 
 
 
 
 A bit about us:
 
 
 
 
 Prestige Hospital System
 
 Advancing new knowledge and improving health outcomes through research
 
 
 
 
 
 Why join us?
 
 
 
 
 Competitive compensation
 
 Medical Insurance
 
 Dental Insurance
 
 Vision Insurance
 
 Life Insurance
 
 Flexible Schedule
 
 Job Stability
 
 Career growth
 
 If you are passionate, thrive in a fast-paced environment and are ready to take your career to the next level, we would love to hear from you.
 
 
 
 
 
 Job Details
 
 
 
 
 Job Details:
 
 
 As a Consulting Executive Assistant in the Healthcare industry, you will play a crucial role in supporting multiple senior leaders in the Marketing Department at UCLA Health &ndash; one of the nation&rsquo;s leading academic health systems. This dual-role position, serving as both an Executive Assistant and Office Manager, requires exceptional administrative skills, discretion, and the ability to manage competing priorities in a fast-paced environment. The ideal candidate is a polished professional who can anticipate needs, streamline operations, and contribute to a collaborative and efficient work culture.
 
 
 Responsibilities:
 
 
 Executive Assistant Duties:
 
 
 <ul>
 <li>
 Provide direct administrative support to multiple senior leaders, including calendar management, scheduling meetings, preparing agendas, and taking minutes.
 </li>
 <li>
 Coordinate travel logistics, including transportation, accommodations, itineraries, and expense reports.
 </li>
 <li>
 Draft, edit, and proofread correspondence, presentations, and reports.
 </li>
 <li>
 Liaise with internal departments and external partners on behalf of senior leadership.
 </li>
 <li>
 Track key project deadlines and follow up on action items as needed.
 </li>
 <li>
 Handle confidential information with discretion and professionalism.
 
 </li>
 </ul>
 Office Management Duties:
 
 
 <ul>
 <li>
 Manage day-to-day office operations, including ordering supplies, managing inventory, and ensuring equipment is functional.
 </li>
 <li>
 Serve as the primary point of contact for office vendors, facilities management, and IT support.
 </li>
 <li>
 Organize team meetings, events, and departmental gatherings both virtually and in-person.
 </li>
 <li>
 Develop and implement efficient office procedures and protocols to support a productive work environment.
 </li>
 <li>
 Oversee space planning, desk assignments, and office access for team members.
 </li>
 <li>
 Ensure compliance with institutional policies, health system standards, and safety regulations.
 
 </li>
 </ul>
 Qualifications:
 
 
 <ul>
 <li>
 7-10 years of experience providing executive-level administrative support, preferably in a health care, academic, or marketing environment.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Strong organizational and multitasking abilities with a keen attention to detail.
 </li>
 <li>
 Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams).
 </li>
 <li>
 Proven ability to maintain strict confidentiality and handle sensitive information with tact and discretion.
 </li>
 <li>
 Demonstrated experience supporting multiple executives simultaneously.
 </li>
 <li>
 At least 3 years of office or facilities management experience in a mid-to-large organization.
 </li>
 <li>
 Strong problem-solving skills and ability to manage logistics and operations effectively.
 </li>
 <li>
 Familiarity with office procurement processes and vendor management.
 </li>
 <li>
 Experience coordinating on-site and virtual events.
 </li>
 <li>
 Working knowledge of space planning, IT coordination, and office health and safety protocols.
 </li>
 <li>
 Excellent interpersonal skills with a demonstrated ability to interact effectively with persons of all cultures and positions.
 </li>
 <li>
 Advanced knowledge of UCLA Health organization and general administrative policies.
 </li>
 <li>
 Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines.
 
 </li>
 </ul>
 Preferred Qualifications:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration, Communications, or a related field.
 </li>
 <li>
 Experience in an academic medical center or health system setting.
 </li>
 <li>
 Familiarity with project management tools and platforms (e.g., Workfront, Asana, Trello).
 
 
 </li>
 </ul>
 Interested in hearing more? Easy Apply now by clicking the "Easy Apply" button.
 
 
 
 
 Want to learn more about this role
 
 and Jobot Consulting?
 
 
 Click our Jobot Consulting logo and follow our LinkedIn page!\n
</div>

Executive Assistant/Office Manager

PRISCO APPLIANCES

Job Title: Executive Assistant / Office ManagerJob SummaryWe are seeking a highly organized and dependable Executive Assistant / Office Manager to support daily operations and executive leadership. This role is the backbone of the office&mdash;handling communication, administrative tasks, and ensuring everything runs smoothly day-to-day. The ideal candidate is detail-oriented, responsive, and comfortable juggling multiple responsibilities in a fast-paced environment.Key Responsibilities<ul><li>Answer and manage incoming telephone calls (multi-line system) with professional phone etiquette</li><li>Provide administrative support to executives, including calendar management, email correspondence, and meeting coordination (Microsoft Outlook)</li><li>Maintain office operations, including supply management, vendor coordination, and general upkeep</li><li>Perform bookkeeping tasks such as invoicing, expense tracking, and data entry using QuickBooks</li><li>Greet visitors and serve as the front desk point of contact</li><li>Maintain organized filing systems (both digital and physical) and handle general clerical duties (filing, scanning, document management)</li><li>Assist with report preparation, data entry, and general office documentation</li><li>Support project coordination and ensure deadlines and tasks are tracked efficiently</li><li>Handle general office support tasks and assist with day-to-day operational needs</li></ul>Qualifications<ul><li>Prior experience in retail or property management preferred</li><li>Fluent Spanish preferred</li><li>Experience with QuickBooks (preferred)</li><li>Proficiency in Microsoft Outlook and general Microsoft Office tools</li><li>Strong communication skills, especially over the phone</li><li>Ability to multitask and stay organized in a busy office environment</li><li>Comfortable handling a wide range of clerical duties including filing and document management</li><li>Reliable, detail-oriented, and proactive</li></ul>Why This RoleThis is a hands-on role for someone who likes being in the middle of everything&mdash;phones ringing, tasks moving, office humming. If you&rsquo;re organized, sharp, and can keep things tight without constant direction, you&rsquo;ll thrive here.Job Type: Full-timePay: $50,000.00 - $55,000.00 per yearWork Location: In person

Fountain Park Shopping Centre

We have an immediate opening for an Executive Assistant / Office Manager in one of the nicest retail and office centers in Naples.Ideally, applicants would have property management experience. Estimated 20 hours per week and can be a flexible schedule.Requirements*Banking &amp; Quickbooks- depositing &amp; reconciling rent payment from our 45 tenants.<ul><li>Knowledge of Microsoft Word &amp; Excel</li><li>Filing Administrative Documents, Online Account Management</li><li>Paying Vendors &amp; Contractors</li><li>Editing new leases, addendums and extensions</li><li>Tenant relations; unit walk-throughs and various communication regarding leases before, during and after lease period</li><li>Scheduling appointments</li><li>Coordination of Maintenance List</li></ul>Job Type: Part-timePay: $18.00 - $23.00 per hourWork Location: Hybrid remote in Naples, FL 34109

B Capital

<div>
 
 
 Title:
 
 Executive Assistant/Office Manager
 
 
 
 Location:
 
 New York City, NY
 
 
 
 POSITION SUMMARY
 
 
 
 
 B Capital is seeking an experienced Executive Assistant to provide primary support to a small group of Partners on the Investment team, while also overseeing key office manager responsibilities in our NYC office. The individual will manage day-to-day schedules and priorities, ensuring Partners are well supported and prepared, and will provide office management and administrative support to the broader team. The role will also work closely with colleagues across B Capital&rsquo;s global offices, collaborating with other Executive Assistants and team members on daily tasks and longer-term initiatives. This is an in-office role four days per week, with an emphasis on responsiveness, clear communication, and strong attention to detail.&nbsp;
 
 
 &nbsp;
 
 
 
 KEY RESPONSIBILITIES
 
 
 
 Administrative Support
 
 <ul>
 <li>
 Manage ever-changing, complex calendars with a clear understanding of business priorities, offering alternatives and considerations as needed to maximize the team&rsquo;s time and efficiency.
 </li>
 <li>
 Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on-site and off-site.
 </li>
 <li>
 Organize complex domestic and international travel arrangements, anticipating and coordinating end-to-end travel and logistical needs.
 </li>
 <li>
 Organize and prepare materials in advance of meetings and maintain files and record-keeping systems, including confidential information.
 </li>
 <li>
 Prepare and submit expenses for Partners in accordance with company guidelines.
 </li>
 <li>
 Support business objectives under guidance by building relationships with clients and clients&rsquo; assistants to coordinate schedules and facilitate information flow.
 </li>
 <li>
 Assist with occasional personal requests, including reminders and paperwork, as well as select external board and leadership commitments.
 </li>
 <li>
 Maintain a high bar for responsiveness, proactively providing updates and over-communicating when helpful to ensure alignment and avoid surprises.
 </li>
 <li>
 Use sound judgment to prioritize requests, resolve issues independently when appropriate, and seek guidance on more complex or sensitive matters.
 </li>
 </ul>
 
 Office Manager&nbsp;
 
 
 Operations &amp; Workplace Experience
 
 <ul>
 <li>
 Serve as the primary liaison with onsite&nbsp;workplace services, facilities, security, and IT to ensure seamless day-to-day operations within our shared office environment.
 </li>
 <li>
 Manage mail, deliveries, guest registration, and conference room coordination to deliver a polished, investor-ready experience.
 </li>
 <li>
 Troubleshoot basic AV and technology issues and escalate efficiently when needed.
 </li>
 </ul>
 
 Hybrid &amp; In-Office Coordination
 
 <ul>
 <li>
 Support a flexible hybrid model; in-office presence will align with business needs (for example, investor meetings, client visits, visiting partners, team collaboration days).
 </li>
 <li>
 Coordinate space usage, meeting logistics, and hospitality for partner, portfolio, and investor engagements.
 </li>
 <li>
 Be on-site&nbsp;for key external meetings and firm events to ensure smooth execution.
 </li>
 </ul>
 
 Culture &amp; Community
 
 <ul>
 <li>
 Plan and execute happy hours, team gatherings, and off-sites that strengthen firm culture.
 </li>
 </ul>
 
 Flexibility &amp; Firm Support
 
 <ul>
 <li>
 Approach a wide range of in-office and cross-team requests with a hands-on, solution-oriented mindset, ensuring all needs, regardless of size or scope, are managed promptly and efficiently to support smooth operations and a positive workplace experience.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 QUALIFICATIONS &amp; SKILLS
 
 
 <ul>
 <li>
 8+ years of experience working in a fast-paced environment supporting senior executives.
 </li>
 <li>
 Exceptional written and verbal communication skills, with a polished, professional presence when interacting with senior executives, investors, and external partners.
 </li>
 <li>
 Strong organizational and multitasking skills, with consistent follow-through and attention to detail in a fast-paced setting.
 </li>
 <li>
 Calm, flexible, and adaptable approach, with the ability to pivot quickly as priorities shift.
 </li>
 <li>
 Prior experience working as an Executive Assistant in finance, venture capital, private equity, or a law firm is required.
 </li>
 <li>
 Proven ability to operate in a hybrid work environment, using collaboration tools (for example, Zoom, Slack, Teams) to coordinate across in-office and remote teams.
 </li>
 <li>
 Strong knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), the Google suite of products, and online expense processing systems such as Concur.
 </li>
 <li>
 BS or BA degree in a relevant discipline.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 ABOUT B CAPITAL
 
 
 
 B Capital invests globally in extraordinary founders and businesses shaping the future through technology. With approximately $10 billion in assets under management and dedicated stage-based funds, the firm focuses on seed to early- and late-stage venture growth investments, primarily in the technology, healthcare, and resilience tech sectors. Founded in 2015, B Capital has an integrated, global team across nine locations in the U.S. and Asia. The firm&rsquo;s value-add platform, together with the consulting expertise of its strategic partner, The Boston Consulting Group, provides entrepreneurs with the tools and resources to scale quickly and efficiently, expand into new markets and build market-leading businesses. For more information, click here.
 
 
 
 B CAPITAL GROUP CORE VALUES:
 
 
 <ul>
 <li>
 
 
 Generosity:
 
 
 We&rsquo;re collaborative and always willing to share our time and knowledge.
 </li>
 <li>
 
 
 Resilience:
 
 
 We&rsquo;re persistent and determined to succeed, persevering through challenges and seeing change as an opportunity.
 </li>
 <li>
 
 
 Open-mindedness:
 
 
 We&rsquo;re curious and welcoming. Our global perspective and commitment to diversity, equity, and inclusion make our culture stronger and more innovative.
 </li>
 <li>
 
 
 Will:
 
 
 We believe in the companies we&rsquo;ve invested in and we&rsquo;ll do everything in our power to help them change the world for the better.
 </li>
 <li>
 
 
 Teamwork:
 
 
 We value our relationships above all. We work hard to build trust and respect with founders, investors, partners and colleagues.
 </li>
 <li>
 
 
 Humility:
 
 
 We add value by going beyond for founders and LPs. We strive to let our work speak for itself.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 B Capital Global US LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected under federal, state or local law.
 
 
 
 
 The salary range is $110,000 to $140,000 and will be commensurate with relevant experience.
 
 
 
 
 
 The salary range applies to California candidates only. The actual salary may be subject to change.&nbsp;
 
 
 
 
 &nbsp;
 
 
 &nbsp;
 
 
 
 
 &nbsp;
 
</div>

Prophet Brand Strategy

<div><div><h3 class="jobSectionHeader">About The Role</h3>

Prophet&rsquo;s Austin office is a tight-knit team of 30 people; collaborative, ambitious, and growing. We are looking for an Executive Assistant/Office Manager who loves a well-run office: someone who takes genuine pride in keeping things moving, supporting the people around them, and bringing a little extra thoughtfulness to the everyday.

This is a dual role with EA and OM responsibilities. You will be the right hand to several partners within the firm, managing high-volume complex calendars and keeping leadership organized and on track. You'll also play a meaningful role in shaping the day-to-day culture of the office &mdash; making sure it feels like a place people are genuinely glad to come to work and clients are energized by. We're a professional services firm and the pace reflects it; calendars move fast, priorities shift, and the people coming through the door range from new hires to CEOs

This is an in-office role, five days a week at our Austin location on Comal Street.
<h3 class="jobSectionHeader">
Your Day to Day</h3>

Executive/Administrative Support
<ul>
<li>Own complex, high-volume calendar management across 3-4 leaders: coordinating across time zones, resolving conflicts proactively, and keeping everyone where they need to be</li>
<li>Coordinate domestic and international travel through our dedicated travel agency</li>
<li>Prepare and submit accurate expense reports and timesheets in a timely manner</li>
<li>Support meeting logistics including scheduling, document preparation, and follow-up coordination</li>
<li>Serve as a reliable, responsive point of contact for internal and external stakeholders on behalf of leadership</li>
</ul>
Office Management

Manage day-to-day office operations and experience to ensure a professional, functional, and enjoyable workplace. This includes:
<ul>
<li>Serve as the first face people see: greeting guests, orienting new hires, and making sure the space always feels professional and lived-in</li>
<li>Manage day-to-day operations: facilities, supplies, equipment, and vendor relationships</li>
<li>Manage and track office budgets with discipline and accuracy</li>
<li>Own daily opening and closing procedures so the office is always at its best</li>
<li>Assist with the planning and execution of office social and culture events that keep the team connected</li>
<li>Coordinate meeting rooms and logistics (catering, set up/clean up, supplies, document production)</li>
<li>Send weekly team communications about upcoming events, visitors, and office happenings</li>
</ul>
Functional Support
<ul>
<li>Collaborate with People Team to manage candidate interview schedules and logistics</li>
<li>Support Functional Leads in planning/staging events, this may include: (training events, recruiting activities, and other employee morale or firm-wide initiatives)</li>
<li>Collaborate with Corps Team, functional departments and others on special projects as needed</li>
</ul><h3 class="jobSectionHeader">What You Bring</h3>
<ul><li>Undergraduate degree with 2+ years Executive Assistant experience in the professional services industry (consulting or creative agency a plus)</li>
<li>Excellent communication and interpersonal skills &mdash; You&rsquo;re equally comfortable chatting with a new hire on their first day and a CEO client coming in to meet Senior Partners</li>
<li>Ability to pinpoint problems, find creative solutions and make decisions</li>
<li>Strong organization and time management skills</li>
<li>A genuine love of people and a belief that a great office environment makes a real difference</li>
<li>Comfort with ambiguity and the ability to adapt, flex and change directions given circumstances, understanding the ever-changing world of business</li>
<li>Strong proficiency in Outlook, particularly calendar and scheduling management across multiple stakeholders and time zones</li>
<li>Proactive self-starter approach with the ability to work independently and maintain a high level of autonomy</li>
<li>Ability to lift 30-50 lbs.</li></ul></div><div> 
Prophet is an equal opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. All employment, promotion, and evaluation decisions are based on qualifications, merit and business need.</div></div>

King C Steel Works, LLC

<div>
 
 
 Company Description
 
 
 
 King C Steel Works, based in Brooklyn, New York, is a leading structural fabricator committed to delivering exceptional client experiences. The company emphasizes building strong relationships through a commitment to quality, reliability, and expertise in every project. With a strong focus on excellence, King C Steel Works prioritizes trust and confidence from bid to project completion. By continually upholding high standards, the company ensures the growth and ongoing success of its operations.
 
 
 
 
 
 
 Role Description
 
 
 
 This is a full-time, on-site role for an Executive Assistant Office Manager based in Brooklyn, NY. The role involves a mix of administrative assistance, office management, and customer service tasks. Responsibilities include managing office operations, maintaining office equipment, supporting executives with scheduling and tasks, and serving as a primary point of contact for communication and customer relations. Additional duties may include managing documentation, ensuring an organized workspace, and contributing to the efficient functioning of the office.
 
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Strong Communication and Customer Service skills to maintain positive relationships and handle inquiries effectively.
 </li>
 <li>
 Proficiency in Administrative Assistance and Office Administration tasks, including scheduling, documentation, and maintaining records.
 </li>
 <li>
 Knowledge and experience in managing Office Equipment and ensuring the day-to-day smooth operation of office facilities.
 </li>
 <li>
 Exceptional organizational, problem-solving, and multitasking abilities.
 </li>
 <li>
 Proficiency in relevant office software such as Microsoft Office Suite or similar tools.
 </li>
 <li>
 Prior experience in a similar role is preferred.
 </li>
 <li>
 &nbsp;3&ndash;5+ years of administrative or office management experience
 </li>
 </ul>
 
 &bull; Experience working in
 
 construction, structural steel, or contracting environments
 
 
 
 &bull; Strong communication and organizational skills
 
 
 &bull; Ability to manage multiple priorities and support leadership operations
 
 
 
 
 
 
 Key responsibilities include:
 
 
 
 &bull; Executive and administrative support for company leadership
 
 
 &bull; Managing calendars, scheduling meetings, and coordinating accountability and production meetings
 
 
 &bull; Organizing and tracking
 
 legal matters
 
 , including lawsuits, hearings, judgments, and related documentation
 
 
 &bull; Coordinating
 
 Certificates of Insurance (COIs)
 
 for projects
 
 
 &bull; Tracking and updating
 
 bids
 
 and following up with general contractors
 
 
 &bull; Maintaining and organizing
 
 project binders and documentation
 
 
 
 &bull; Supporting
 
 hiring and HR coordination
 
 &mdash; scheduling interviews, following up with applicants, maintaining applicant records, and outreach to colleges for internship opportunities
 
 
 &bull; Contacting employees regarding attendance if they are late or absent
 
 
 &bull; Updating applicant and project information in internal systems (ClickUp or similar)
 
 
 &bull; Supporting
 
 marketing and outreach efforts
 
 , including cold calling GCs, website updates, and social media updates
 
 
 &bull; Managing incoming calls and directing them to the appropriate departments
 
 
 &bull; Organizing company
 
 server files and physical office records
 
 
 
 &bull; Submitting office supplies orders to accounting and coordinating general office needs
 
 
 &bull; Handling administrative research tasks such as vendor searches, equipment service providers, pricing comparisons, and operational support tasks
 
 
 &bull; Supporting communication and coordination between leadership, accounting, and operations
 
 
 We&rsquo;re looking for someone who is
 
 highly organized, proactive, and comfortable working in a fast-paced construction environment
 
 with multiple moving parts.
 
</div>

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