Purpose:

The Executive Assistant will provide administrative and organizational support to the executive team to enable them to focus on strategic objectives, lead effectively, and achieve their targets. The position requires a high level of confidentiality, initiative, and attention to detail.

Responsibilities:

Insurance requests, prequals, pay applications, safety.

Get proposals and/or cost sheets ready.

Use Spec-ID for submittals.

Help by putting transmittals together and arranging a courier.

Use Quickbooks Enterprise as a CRM.

Do billings through Oracle-Textura.

Social media management on different platforms. (Instagram and LinkedIn)

Email and calendar organization and management (both personal and professional)

Perform general meeting management, including agenda preparation, minute-taking, and action items follow-up.

Handle emails on certificates of insurance and other certifications, pre-qualification reminders, applications, etc.

Establish a block schedule using Google Calendar.

Schedule meetings on behalf of the executive.

Communicate on the executive's behalf through email and phone calls when appropriate.

Coordination of the company’s safety programs. Schedule and prepare for safety meetings/training, assist with safety programs, complete safety applications, and keep SDS books updated.

Ensure company’s compliance with EEO guidelines, and other government institutions requirements.

Assist with recruiting and advertising.

Backup the Accounting functions when necessary.

Monitor email for invoices/accounting needs and forward to the appropriate party.

Follow-up on all accounting tasks to ensure completion.

Send personalized cards to important contacts.

Coordinate travel arrangements and reservations for executive management and employees as needed.

Use various programs, such as Google Workspace and CRMs, to create reports, forms, and other paperwork as necessary.

Organize and responsibly handle confidential information for the executive at all times.

Create new systems or revise established procedures as needed.

Assist with insurances, pre-qualifications, applications, and certifications needed for the business. Fill out forms on behalf of the President and submit them to respective people inside and outside the organization.

Prepare and retain minutes of all meetings.

Manage the company's and the executive's social media accounts for engagement.

Work with team members to complete the tasks assigned by the executive.

Other ad hoc duties as assigned by the management.

Requirements and Skills:

3+ years of related experience or relevant coursework

3+ years of experience using Outlook

Knowledge of Quickbooks. Helpful, but not necessary as long as it can be picked up quickly.

Strong communication skills, both written and verbal

Strong attention to detail and organizational skills

Experience using HubSpot or similar CRM (preferred)

Able to work EST time; includes 1 hour lunch break

English language fluency

Spanish language fluency (preferred)

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Applicants that message/email directly will not be entertained.

Thank you and looking forward to meeting you!

Job Type: Full-time