Executive Administrative Assistant
Executive Administrative Assistant
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1 Vacancy
Job Description
WHO WE ARE
Were an entrepreneurial fastgrowing team of projectmanagers estimators superintendents safety and administrative support personnel. As leaders in quality construction management were committed to providing impeccable service to our clients a safe work environment for our team and an opportunity for our employees to grow and enjoy the benefits of work/life balance. Here at ALLY we cultivate a collaborative environment that values tenacity attention to detail and comradery. Since outstanding customer service is our best product we strive to build longlasting relationships with our entire customer base.
POSITION SUMMARY
The husbandandwife owners of a successful private construction services company in Southern NJ are looking for a wellorganized Executive Administrative Assistant to provide oneonone support with administrative tasks. This is a great opportunity to establish working relationships with highlevel executives and contribute to the overall efficiency of our organization. The ideal candidate will be a proactive problem solver with exceptional communication and organizational skills and meticulous attention to detail. To be successful in this position you must be techsavvy a good listener with strong timemanagement skills and an ability to prioritize tasks.
RESPONSIBILITIES AND ACCOUNTABILITY
Calendar Management Proactively manage complex executive calendars scheduling meetings appointments and coordinating with internal and external stakeholders.
Travel Arrangements Arrange domestic and international travel including booking flights accommodations and ground transportation.
Meeting Coordination Prepare agendas gather materials take detailed minutes follow up on action items from meetings sending reminders and organizing catering or lunch orders when necessary.
Communication Management Screen calls emails and correspondence prioritizing and directing inquiries to appropriate parties.
Expense Reporting Process and submit expense reports as applicable.
Project Management Assist with special projects including research data analysis and presentation preparation.
Confidentiality Maintain strict confidentiality regarding sensitive information.
Office Administration Manage office supplies coordinate office services and maintain filing systems.
Handle event planning organize speaking engagements company events sponsored golf outings.
Make restaurant reservations and other appointments as needed.
Research hire and supervise vendors and contractors for projects as needed.
Keep the managers updated on progress of projects.
Assist with coordination of property management and philanthropic interests.
Office help with bookkeeping receipt organization scanning and filing.
Provide administrative assistance such as writing and editing emails drafting memos and preparing communications on the executives behalf.
Answering phone calls in a polite and professional manner and welcome visitors directing them to the appropriate department when needed.
Perform other duties as necessary.
REQUIRED KNOWLEDGE SKILLS ABILITIES (KSA)
Possess ALLYs core values:
Embrace Change (Adaptability)
Success is No Accident (Safety)
Go Above and Beyond (Client Service)
Empowering Success (Accountability)
Thriving Together (Team Culture)
Must be a good listener with strong timemanagement skills attention to details and an ability to proactively prioritize tasks.
57 years of experience working in an executive administrative assistant role.
Discretion and Confidentiality Ability to handle sensitive information with utmost discretion.
Problemsolving and decision making.
Proactivity and selfdirection selfmotivated team player with the ability to work independently in a fastpaced environment.
Interpersonal skills.
Must have a valid drivers license and working vehicle.
Excellent communication (verbal and written) problemsolving and organizational skills.
Proficiency in the use of iPhones/iPads apps QuickBooks Microsoft Office including Word Excel PowerPoint and Outlook.
Strong ability to prioritize and execute tasks and conform to shifting priorities and timelines while meeting deadlines.
Ability to be flexible and work with ambiguity.
Must be a team player.
Eligible to work in the United States.
PHYSICAL DEMANDS/WORK ENVIRONMENT
While performing the duties of this job the employee is required to sit for long periods of time look at a computer monitor for extended periods use of hands and fingers and reach with their hands and arms or feel objects climb stairs and ladders; balance; stop kneel crouch or crawl; talk or hear; taste or smell.
Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus.
Employees in this role are required to speak clearly so listeners can understand and hear clearly to understand the speech of another person.
In this role an employee may occasionally lift 30 pounds and/or move up to 50 pounds.
COMPENSATION / BENEFITS
Paid time off to include vacation flex (sick/personal) companyapproved holidays and your birthday!
Medical dental and vision insurance for you and your family dependents (base plan 100 paid).
HSA Dependent Care and HRA programs.
401K Savings/Retirement Plan.
Life Insurance 1X of salary paid by ALLY).
Employee referral program volunteer program and tuition reimbursement incentives.
Great environment with fun caring hardworking people.
Salary is fulltime pending experience.
ALLY Construction Services offers a competitive salary and benefits package. To be considered please email us your resume with the position youre applying as the subject line to .
ALLY Construction Services is an Equal Opportunity Employer
Applicants are considered regardless of race color religion creed age sex pregnancy family responsibility national origin or ancestry citizenship marital status sexual orientation transgender status veterans status genetic information or status as a qualified individual with a disability or any other protected characteristic in accordance with applicable law.
Required Experience:
Manager
Employment Type
Full-Time
