Executive Assistant- Corporate Facilities

Power Design, Inc.; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive salaries offered

401k with company matching

Paid time off and holidays

Medical/dental/vision insurance

Job summary

Power Design, Inc. is seeking an organized Executive Assistant to provide direct, executive-level support to the Vice President of Corporate Properties & Facilities.

The role interacts with all levels of staff and helps oversee day-to-day operations at the corporate headquarters, planning and executing goals with the VP. The ideal candidate has 3+ years of senior admin experience, strong Microsoft Office and confidential-communication skills, and familiarity with work order software.

Qualifications

• 3+ years of executive admin or office manager experience.
• Associate's or bachelor's degree required.
• Proficiency with Microsoft Office, Adobe Acrobat/Bluebeam.
• Experience with internet-based work order software preferred.
• Excellent interpersonal and communication skills.
• Discretion and confidentiality.

Responsibilities

• Provide executive-level administrative support to the VP across day-to-day operations.
• Prioritize and facilitate communication within and across departments.
• Manage the VP's calendar and travel arrangements.
• Attend meetings, take notes, and follow up on action items.
• Coordinate special projects, research, reporting, and presentations.
• Prepare correspondence, purchase orders, and summaries.
• Prepare monthly expense reports and time coding as needed.
• Plan and coordinate property management events and meetings.

Skills

Executive support

Calendar management

Communication

Multitasking

Confidentiality

Education

Associate's or Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat/Bluebeam

Work order software

Job description

About the Position

Are you a well-organized, passionate people person with an interest in making an impact on your organization? This Executive Assistant position might be a great fit for you. We're looking for a candidate with a proven track record to provide direct, executive-level support to the Vice President of Corporate Properties & Facilities. This critical role interacts with all levels of staff and helps the Property and Facilities teams oversee the day-to-day operations of our corporate headquarters, working directly with the Vice President to organize, plan, and execute goals. The Executive Assistant works both independently and collaboratively, helping drive our company culture and ensure departmental organization and success.

Position Responsibilities

Provide executive-level administrative support to the Vice President across all aspects of day-to-day operations, as needed or requested. Prioritize and facilitate communication within and across departments. Manage and coordinate the Vice President's calendar through Microsoft Outlook, including travel arrangements, departmental meetings, and events. Attend meetings, take notes/meeting minutes, and follow up with team members on assigned action items as needed. Help complete company and executive initiatives. Coordinate and assist with special projects as needed, including research, documentation, reporting, presentations, and analysis. Maintain a sense of ownership and involvement in projects to help manage and reach departmental goals. Manage heavy incoming and outgoing e-mail traffic, using discretion and sound judgment with confidential information. Support the property team by assisting in scheduling meetings/interviews, reserving conference rooms, and coordinating and confirming meetings/interviews. Vendor contract administration, bid summaries, and budget/variance report review. Periodic property inspections and vendor walks. Create and maintain a filing and organizing system for Property Management documents. Accurately prepare correspondence, purchase orders, and other documents. Prepare and maintain summary Excel spreadsheets. Prepare monthly expense reports for the Vice President, Property Manager, and other team members (as required). Time coding for the Vice President, Property Manager, and other staff as needed. Plan and coordinate property management events. Manage, update, and close out work orders as needed. Run errands as needed or requested. Provide backup support as needed or requested. Other tasks and assignments as needed or requested.

Here's What We're Looking For

3 or more years of related executive administrative assistant or office manager experience, supporting senior management or executive-level staff Associate's or bachelor's degree required Technical proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat/Bluebeam, internet navigation/research, and strong typing skills Experience with internet-based work order software preferred (i.e., Angus Anywhere, Workspeed, etc.) Excellent interpersonal skills, with the ability to communicate with all levels of management and deliver professional, helpful, high-quality customer service that achieves desired, expressed, and unarticulated optimal results Extremely professional and poised, exercising independent judgment and discretion while maintaining a high level of confidentiality Detail-oriented, extremely organized, and able to multitask in a high-volume, fast-paced environment with strict, changing deadlines Proven ability to manage multiple, fast-moving priorities and adapt to change with a sense of urgency Ability to work with little supervision: meet deadlines, prioritize assignments, provide recommendations, and effectively communicate updates Demonstrated self-motivator, proactive in managing long-term projects and assignments in balance with daily tasks Proven teamwork orientation and skills Strong verbal, written, communication, and organizational skills Ability to accurately proofread and edit Flexible schedule with the ability to work outside core business hours (occasionally on short notice, and on a limited basis) as needed Demonstrate and uphold Power Design's core values, which include integrity, accountability, teamwork, innovation, and growth

Benefits and Perks

• Competitive salaries offered
• Cutting-edge headquarters with an on-campus café, fitness center, game room with golf simulator, electric scooters, lake with running path, training facility, and tobacco-free campus
• Exciting, award-winning workplace culture focused on employee appreciation, recognition, and fun
• Comprehensive medical, dental, vision, life insurance, and Flexible Spending Accounts (FSA) options offered
• Short and long-term disability plans
• 401k with company matching available
• Paid time off and company holidays provided
• Discounts to a variety of services, mental and physical wellness resources, free Care.com memberships, and other perks given to all Power Design team members
• #LI-CR1 some of our benefits… Power Design has national health and dental plans, and we also offer life insurance and short and long term disability plans. You’ll receive paid vacations and holidays as well as national discount programs for everything from movie tickets to flowers, rental cars, phones and vehicles! We also offer a 401(k) retirement plan as well as incentive and recognition programs. Relocation opportunities may also be available!

Power Design is a National Design Build Contractor, focused on innovative construction across multiple trades: electrical, mechanical, plumbing, and systems technologies. Since 1989, we’ve disrupted the industry by putting next-generation ideas to powerful, practical use because we care. We design breakthrough solutions that push the limits of what’s possible by harnessing the collaborative power of our teams to elevate experiences and empower the communities where we live and work. In an industry that tends to look back, we’re building better by staying grounded in our values, dedicated to our unique culture, and supportive of work-life balance – making us built to last. By investing in our people and doing things differently, we’re designing what’s next. To learn more, visit www.powerdesigninc.us.