Proactive Executive Assistant & Project Admin

Allana Buick & Bers; Charlotte (NC); On-site; USD 52,000 - 76,000; Full time

Job summary

Allana Buick & Bers is seeking an Executive Assistant/Project Admin to support our executive staff and coordinate information flow for our North Carolina team. The role emphasizes proactive problem solving, calendar and travel management, and strong document control.

You will handle communications, assist with proposals, and help manage project documentation, reports, and vendor setup. Growth opportunities exist within a leading architectural engineering firm.

Qualifications

• 2-year degree or relevant work experience in a 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

• Establish contact between the executive and employees/clients and manage information flow.
• Manage information for internal and external communication including memos, emails, presentations, proposals and reports.
• Review proposals to verify contents, grammar, flow and alignment with company standards.
• Assist executives in arranging daily schedules, meetings, travel, engagements, and agenda adherence.
• Receive and direct phone calls and distribute correspondence.
• Monitor project progress and work with project team to address issues.
• Create and maintain project administrative documentation such as contracts, certificates of insurance, and work orders.
• Prepare construction agreements.
• Coordinate information and document flow and filing with project team.
• Issue construction agreements and track status.
• Vendor setup in systems.
• Execute work orders for new projects.
• Generate weekly variance reports and analyze for issues with follow-up.
• Establish and execute utility rebate/incentive process for clients.
• Administer QA program after project closeout.
• Build and maintain strong customer relations with contractors, vendors, and clients.
• Assist with daily office functions: manage supplies, mail, events, cleaning, sub-tenants, and visitor readiness.

Skills

MS Excel

Scheduling

Proactive problem solving

Organizational skills

Multitasking

Time management

Self-motivated

Education

2-year degree or equivalent work experience

Tools

Microsoft Office

Job description

Allana Buick & Bers is seeking an Executive Assistant/Project Admin to support our executive staff and coordinate information flow for our North Carolina team. The role emphasizes proactive problem solving, calendar and travel management, and strong document control.

You will handle communications, assist with proposals, and help manage project documentation, reports, and vendor setup. Growth opportunities exist within a leading architectural engineering firm.