Executive Assistant

Allana Buick Bers; Town of Charlotte (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Allana Buick & Bers is seeking an Executive Assistant/Project Admin to provide administrative support for our executive staff and to coordinate information and document flow for projects in our North Carolina office. The role requires proactive thinking, strong organization, and the ability to work autonomously while aligning with company policies.

You will manage complex schedules, arrange travel, prepare memos and reports, review proposals for quality and accuracy, and support the project team

Qualifications

• 2-year degree or equivalent work experience.
• Experience supporting C-level executives – CEO, President or Higher level of executive team is highly encouraged.
• Proficient in managing comprehensive schedule for office and travel.
• Self-motivated and organized.
• Proactive in resolving operational problems.
• Solid organizational skills, including multitasking and time-management.
• Strong working knowledge of Microsoft Office, especially MS Excel.

Responsibilities

• Help to establish contact between the executive and company employees/clients and manage information flow.
• Manage information for internal and external communication including memos, emails, presentations, proposals and reports.
• Look over proposals in order to verify the contents, grammar, flow and presentation of each is in line with the company’s standards.
• Help executives to arrange their daily schedule, setting up meetings, travel, speaking engagements and ensuring they follow their agenda.
• Receive and direct phone calls and distribute correspondence.
• Monitor project progress and work with project team to handle any issues that arise.
• Create and maintain comprehensive project administrative documentation, such as contracts, certificates of insurance, and work orders.
• Prepare construction agreements.
• Work with project team to coordinate information and document flow and filing.
• Issue construction agreements and track status.
• Client vendor setup in systems.
• Executed work orders for new projects coming in.
• Generate weekly variance report and analyze for issues. Follow up on issues.
• Establish and execute utility rebate/incentive process for clients.
• Administer quality assurance program after project closeout.
• Build and maintain strong customer relations with contractors, vendors, and clients.
• Assist with daily office functions, including:
• - Manage Office supplies/Pantry Stock
• - Daily Mail Pickup
• - Coordinate special events/In-house meetings/lunch & learns
• - Monitor Bi-Weekly Cleaning
• - Assistance to Sub-Tenants
• - Maintain a Visitor-Ready Office

Skills

Executive support

Calendar management

Time management

Organizational skills

Proactive

Self-motivated

Education

2-year degree or equivalent

Tools

MS Excel

Microsoft Office

Job description

Allana Buick & Bers is looking for a Executive Assistant/Project Admin who will provide administrative support for our executive staff and support our team in North Carolina to coordinate information and document flow and filing. A successful candidate should be able to act proactively and without guidance while understanding the company's needs and adhering to its policies.

Requirements

• 2-year degree or applicable work experience in similar role.
• Experience supporting C-level executives – CEO, President or Higher level of executive team is highly encouraged
• Proficient in managing comprehensive schedule for office and travel.
• Self-motivated and organized.
• Proactive in resolving operational problems.
• Solid organizational skills, including multitasking and time-management.
• Strong working knowledge of Microsoft Office, especially MS Excel.

Responsibilities

• Help to establish contact between the executive and company employees/clients and manage information flow.
• Manage information for internal and external communication including memos, emails, presentations, proposals and reports.
• Look over proposals in order to verify the contents, grammar, flow and presentation of each is in line with the company’s standards.
• Help executives to arrange their daily schedule, setting up meetings, travel, speaking engagements and ensuring they follow their agenda.
• Receive and direct phone calls and distribute correspondence.
• Monitor project progress and work with project team to handle any issues that arise.
• Create and maintain comprehensive project administrative documentation, such as contracts, certificates of insurance, and work orders.
• Prepare construction agreements.
• Work with project team to coordinate information and document flow and filing.
• Issue construction agreements and track status.
• Client vendor setup in systems.
• Executed work orders for new projects coming in.
• Generate weekly variance report and analyze for issues. Follow up on issues.
• Establish and execute utility rebate/incentive process for clients.
• Administer quality assurance program after project closeout.
• Build and maintain strong customer relations with contractors, vendors, and clients.
• Assist with daily office functions, including:
  • Manage Office supplies/Pantry Stock
  • Daily Mail Pickup
  • Coordinate special events/In-house meetings/lunch & learns
  • Monitor Bi-Weekly Cleaning
  • Assistance to Sub-Tenants
  • Maintain a Visitor-Ready Office

Allana Buick & Bers, Inc. (ABB) is a leading Architectural Engineering firm with over 35 years of experience specializing in making buildings perform better. Our core "trade level" expertise and strengths are in all exterior facade trades, curtain wall and glazing, roofing and waterproofing, HVAC and plumbing, energy efficiency, structural engineering, and construction management. We perform investigation, testing, engineering design, and prepare construction documents for both remedial and new construction projects, for both new construction and existing buildings, our services result in making buildings perform better by making them longer lasting with lower operating costs, and by reducing risk during construction.

Tremendous opportunities for growth, learning, and advancement exist for the right candidate. Allana Buick & Bers is committed to providing our employees with a benefit program that is both very comprehensive and competitive. We are an equal opportunity employer and encourage diversity.