Executive Assistant
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Job Location:
Longwood, FL - USA
Yearly Salary:
USD 55000 - 60000
Posted on:
13 hours ago
Vacancies:
1 Vacancy
Job Summary
Take your career to the next level with a company that truly values its people performance and philanthropy. At CES were passionate about making a meaningful difference-in our industry and in our communities. Dont wait to become part of the CES team. Learn more about who we are and apply online for this exciting opportunity at
Summary
The Executive Assistant will provide high-level support to the President/CEO. Responsibilities for this position include but are not limited to support in the following areas: administrative operations sales and marketing along with the continued development of external relationships.
Essential Duties
Administrative Support
- Provide telephone coverage photocopying mail handling and ensure office supplies are maintained.
- Screen and direct phone calls for executives in a discrete and professional manner.
- Act as a point of contact among executives employees clients and external partners.
- Manage executives calendars and schedule meetings.
- Arrange and prepare executives travel accommodations (airfare hotel transportation itineraries etc.); ensuring all trip-related correspondence is provided.
- Take meeting minutes and organize and maintain memos.
- Accurately review and distribute general correspondence in a timely manner.
- Organize and maintain the office filing system including database management.
- Format information for internal and external communications such as memos emails presentations and reports.
- Plan and organize various events including arranging facilities caterers invitations and budgets (e.g. Customer Lunch-and-Learns Company Picnic Golf Tournament Holiday Party).
- Assist with the company calendar and newsletter.
- Prepare and maintain daily expenses and provide executive reports on a weekly monthly and quarterly basis.
- Assist with front desk phone coverage as needed.
- Assist owners with various personal needs such as travel arrangements errands placing orders and scheduling appointments.
Operations Support
- Prepare and submit Subcontractor Prequalification Packages.
- Renew company business licenses.
- Assist company management and employees as necessary.
- Manage inventory of company business cards letterhead office supplies and marketing materials.
Sales & Marketing Support
- Create and organize the project photo library.
- Prepare tradeshow and association registrations and marketing literature.
- Prepare ABC Excellence in Construction award submittals.
- Process and complete various award applications within given timelines.
- Support marketing efforts with administrative tasks including maintaining marketing collateral updating marketing files providing direct mail support preparing for tradeshows and preparing press releases and proposals.
External Relations Support
- Coordinate business networking events.
- Attend Board Activities meetings and functions; take meeting minutes; prepare all correspondence solicitations and thank-you cards.
Education and Experience
- High school diploma or general education degree (GED) required.
- Business School or Associates degree (or equivalent) strongly preferred.
- 5 years of related experience as an Executive Assistant or in a similar role.
Qualifications Skills and Abilities
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Demonstrate a high level of discretion and confidentiality at all times.
- Exhibit strong dependability and reliability when handling sensitive information.
- Display poise tact and diplomacy when working with employees customers and vendors.
- Proficient with Microsoft Office Suite (Word Excel PowerPoint Outlook Publisher).
- Outstanding organizational and time-management skills.
- Demonstrate strong work ethic and a high level of customer service.
- Experience scheduling appointments and managing multiple calendars.
- Ability to work with minimal supervision.
- Ability to work in a fast-paced environment and manage multiple demands simultaneously.
- Excellent verbal and written communication skills including strong phone etiquette.
- Strong attention to detail in composing typing and proofing materials.
- Ability to type 60 WPM.
- Able to prioritize tasks and meet deadlines.
- Strong problem-solving capabilities.
- Maintain a high level of professional appearance and demeanor at all times.
- Demonstrate punctuality and schedule flexibility including working late when business demands require it.
Comprehensive Energy Services Inc. provides equal employment opportunities to all qualified individuals without regard to race creed color religion national origin age sexual orientation disability veteran status or any other status protected under the law.
Required Experience:
IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
Comprehensive Energy Services is a nationally recognized, award-winning, Florida leading design-build-maintain mechanical service provider for commercial HVAC/R and Plumbing services.
