Executive Assistant

GM HILL Engineering; Jacksonville (FL); On-site; USD 48,000 - 68,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to support its dynamic team in Jacksonville, FL. This role is crucial for ensuring smooth office operations, from managing administrative tasks to providing support for various projects. The ideal candidate will thrive in a fast-paced environment, showcasing exceptional organizational and communication skills. With a focus on collaboration and efficiency, this position offers the opportunity to contribute significantly to the company's success while working alongside a talented team. If you are a proactive individual with a passion for administrative excellence, this role is perfect for you.

Qualifications

• 5+ years of administrative experience in a professional services firm.
• Excellent verbal and written communication skills are essential.
• Ability to work independently with minimal supervision.

Responsibilities

• Provide administrative support to the President/Owner and office staff.
• Assist with preparation of proposals and marketing materials.
• Manage office supplies inventory and coordinate maintenance.

Skills

Administrative Support

Customer Service

Time Management

Communication Skills

Organizational Skills

Multi-tasking

Accounting Knowledge

Education

Bachelor’s Degree or Equivalent Experience

Tools

MS Office (Excel, Word, Outlook, PowerPoint)

Bluebeam

Procore

DocuSign

Job description

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An experienced Executive Assistant is integral to the continued success of GMHILL staff. Founded in 2004, G.M. Hill Engineering, Inc. (GMHILL) is a fast growing, woman-owned small business (WOSB) headquartered in Jacksonville, FL, and has offices in Alexandria, VA, Virginia Beach, VA, Tallahassee, FL, Panama City, FL, Beaufort, SC, Austin, TX and Thomasville, GA. GMHILL has 20 years of experience providing clients with a wide range of engineering, architecture, and construction services.

Position Summary The Executive Assistant is primarily responsible for a variety of office and administrative functions for the Company including office services and support, facilities management, purchasing and/or security. Also responsible for ensuring that all official company records are maintained, secured and retrievable. Provides administrative support to the President/Owner and functions as the administrative and recordkeeping support on any projects as requested. Key Tasks

• Performs administrative support functions required for office staff, including phone coverage.
• Maintain inventory of all company issued equipment (IT and construction)
• Assist with preparation of proposals and produce qualifications packages, presentation materials, and general marketing materials
• Support communication outreach efforts, such as client events, tradeshows, branded collateral, etc.
• Maintain organization of all storage areas
• Assist HR Director with recruiting tasks (resume screening)
• Monthly review of subcontractor prequalification and COI status with Accounting team
• Manage office supplies inventory and place orders as necessary
• Schedule employee travel
• Primary POC for security, phones, IT systems, and office cleaning and maintenance to keep the office clean, safe and operating efficiently.
• Coordinate maintenance and repair of office equipment
• Assist construction project teams with job site equipment needs and set up of construction Safety boxes, signage, temporary facilities, utilities, etc. Work with vendors to achieve pricing efficiency at the corporate level for all temporary services and supplies.
• Provide other administrative support, including scheduling group meetings, maintaining calendars, research and creating reports.
  

Education and Training Requirements :
• 5+ administrative experience at an architect, engineering, or construction firm or professional services firm
• Bachelor’s degree (or equivalent professional experience)

Skill and Competency Requirements:
• Self-starter, highly motivated, enthusiastic, and is good at multi-tasking in a fast-paced environment
• Over 5 years’ experience as an Executive Assistant or other similar job capacity
• Excellent customer service skills, including the ability to interface with all levels of management, customers, officials, and subcontractor personnel
• Ability to prioritize workload and to work independently with minimal supervision
• Excellent verbal and written communication skills
• Excellent time management and organizational skills
• Ability to work independently as well as in a team environment
• Must have strong math skills, knowledge of general accounting and bookkeeping processes desired
• Excellent verbal and written communication skills – writing (including technical) and editing are essential
• Customer Service – able to personally provide a high level of interactive service to build relationships and act as project support
• Team Orientation & Interpersonal – highly motivated, enthusiastic, and creative team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization
• Superior organizational skills, with special attention to detail (triple check work before submitting to subcontractors or posting within Procore, DocuSign, etc.), and time management are essential
• The ability to work in a fast-paced, deadline driven environment and display professionalism
• Proficient with MS office including Excel, Word, Outlook, and PowerPoint
• Proficient with Bluebeam, Procore, and DocuSign desired

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• The ability to regularly sit, stand, walk, talk and hear
• The ability to frequently use hands to finger, handle or feel
• The ability to occasionally climb, balance, stoop, kneel, squat, or reach
• The ability to lift and/or move up to 10 pounds and occasionally lift and/or move up to 15 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

Qualified applicants at GMHILL must be U.S. citizens or lawful permanent residents and must meet client security requirements. Positions requiring security clearance are open to U.S. citizens only.

Disclaimer: This is not to be an exclusive list of all responsibilities, duties, and skills required of the person in this job. G.M. Hill Engineering, Inc. (GMHILL) is an Equal Opportunity Employer. GMHILL considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status, or any other legal protected status. The candidate selected must pass a thorough background check (including E-Verify), federal security clearance processes and comply with GMHILL’s Drug and Alcohol policy adhering to pre-employment, random, post-accident and for cause testing.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Financial Services, Software Development, and Technology, Information and Internet

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