Executive Assistant
Executive Assistant
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Job Description
About Vanir
Vanir is a proud minority and womanowned company recognized as a national leader in program project and construction management (PMCM) and real estate development. Since 1964 we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering NewsRecord (ENR) for more than three decades our awardwinning team provides a full range of services to public and private sector clients in the aviation; healthcare; education (K12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial residential and nonprofit markets.
Job Description
The ideal candidate demonstrates good judgment in diverse situations possesses strong written and verbal communication skills and maintains a realistic balance among multiple priorities. Our unique culture fosters growth communication and teamwork. As a Vanir employee you will be a vital member helping to develop and support operational initiatives.
Essential Duties & Responsibilities:
- Manages sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting area operations.
- Maintains a daily calendar of meetings and events.
- Prepares Word Excel PowerPoint presentations agendas reports special projects and other documents to support the organizations objectives.
- Prepares and distributes monthly reports proposals and similar documents. Maintains regular reports and metrics as directed.
- Arrange travel and accommodations for executives. Responsibilities including booking maintaining and tracking hotel and airline reservations to ensure accuracy and timeliness.
- Prepares and track expense reports and purchase requisitions for multiple individuals and team members as needed.
- Assist in preparing and managing presentations and decks.
- Complete ad hoc projects as assigned.
- Organize complex calendars and schedules resolving any scheduling issues
- Provides administration support that includes the organization of file systems and related data support to the maintenance of document management systems and integrity of the filing systems and related retrieval.
- Assists in the Preparation and management of the areas monthly invoicing process; preparing organizing and checking invoices against contract requirements. If needed coordinates payments to subcontractors and vendors for timely processing; notifies the Project Manager of open and outstanding issues.
- Accounts Receivable follow up analysis and tracking
- Coordinates purchase orders for office orders major events and company functions of a public nature including preliminary budget preparation organization of the event and coordination of all activities involved.
- Track register and coordinate industry and local events for the area.
- Responsible for onboarding new employees to Vanir coordinating with hiring manager HR payroll and IT to ensure all successful completion of onboarding procedures.
- Administration of mail procedures including sorting and processing incoming and outgoing mail (FedEx/UPS/GSO) and interoffice communications.
- Provide essential support for meetings and lunch ordering ensuring smooth and efficient operations. Coordinate meeting logistics materials and lunch orders
- Maintain necessary recordkeeping activities including visitors in facility distribution lists completing forms for corporate procedures employee schedules and coordinating meeting rooms and parking validations.
- Provide primary administrative support for setting up classifying and maintaining office and corporate files.
- Ability to function well in a highpaced environment; performs additional duties as assigned.
Minimum Qualifications:
- Bachelors Degree with emphasis in business administration or technical degree in related construction disciple or equivalent technical area of study. 2 years of experience in business administration or construction engineering or architectural related position or combined internships.
- Or associates degree with a preference in business disciplines such as business administration accounting/finance or management or construction disciple. 4 years of experience in project coordination and support on construction engineering or equivalent technical projects.
- Or nondegree holders must possess 6 years of experience in a construction engineering architecture or similar technical projects related to providing coordination project support and planning.
- Must have 58 years experience with a successful track record of increasing team efficiency by operations and administrative support. Prior experience within the A/E/C industry including knowledge of construction project / program processes and procedures highly desired.
- Experience in office management contract creation and editing invoice review presentation development and Microsoft Word document editing.
- Selfstarter with strong problemsolving and analytical skills organized detailoriented confident and professional.
- Experience assisting and coordinating company meetings and events is required. This may include some or all the following: event planning contract review (hotel/catering/other vendors) scheduling invitation reservation and preparation of guest accommodations and the distribution and preparation of meetings.
- Requires the ability to thrive in a team environment and take on new challenges as they arise and have the capacity as an operations analyst.
- Excellent communication writing and computer skills (Microsoft Office Suite) with advanced MS Excel skills. Experience with office procedures business enterprise programs and protocols required.
- Understanding and capability for effective personnel interactions in professional settings.
- Ability to represent the company professionally and ensure compliance with company policies and applicable laws and regulations.
Offered rate of compensation will be based on a variety of nondiscriminatory factors including education qualifications experience and geographic location. The salary range for this position is $70000.00 $85000.00.
Benefits
Vanir offers a comprehensive competitive benefits package that includes 401(k) Savings with employer matching contributions medical dental vision health savings account (HSA) with employer contributions life AD&D and disability benefits flexible spending account (FSA) voluntary benefits Teladoc pet insurance paid time off national employee assistance program (EAP) and employee referral program.
How to Apply
If youre interested in working for Vanir please visit our website to learn more and to apply online at www.vanir.
VEVRAA Federal Contractor
Request Priority Protected Veteran Referrals
EOE Minorities/Females/Protected Veterans/Disabled
Persons with medical limitations may with reasonable accommodations be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the persons limitations the requirements of the position and the companys ability to make reasonable accommodations to the persons limitations.
We Participate in EVerify
Pursuant to the Ban The Box Act/Fair Chance Initiative we will consider for employment qualified applicants with arrest and conviction records.
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Employment Type
Full-Time
