High Level Executive Assistant

Executive is seeking a high level, organized, diligent, outgoing and professional Executive Assistant to virtually manage and organize both personal and professional matters. BE SURE TO READ HOW TO APPLY BELOW

This role will require overnight hours be worked. You must be available from 6am EST to 2pm EST Monday - Friday, these are the standard working hours for this position, but you must have the ability to be present from 2pm EST - 6pm EST when requested as well as available on weekends when requested. This will be a high paced position requiring frequent telephone conversations and an individual who is a fast learning and able to adapt and independently self education daily to keep up with new information and new developments.

The primary functions of the business is a design-build firm. Designing and fabricating custom cabinetry, furniture, architectural interiors and components, as well as constructing new homes and performing large scale residential and commercial renovations from concept design through management of the construction process.

Roles & Responsibilities (not limited to the below):
1. Be virtually present on client phone calls and video calls to record conversations, maintain meeting minutes, and prepare meeting agendas.
2. Maintain company and personal schedules to ensure appointments do not conflict with each other
3. Bring a positive, joyful, high energetic personality to the executives routine each and every day
4. Daily calls with executive to sync and review daily agenda, including appointed meetings as well as schedules tasks and important follow up items
5. Manage Human Resources (we have approximately 20 employees)
6. Manage employee and personal birthday party calendar, assist in preparations and orders for parties, purchase and send out birthday and holiday gifts, prepare gift ideas and maintain individual profile for future gift giving
7. Proactively seek ways to improve the company workflow and efficiencies of the executive by listening to the executives needs and requests, independently researching possible solutions, and presenting these solutions in an organized and executable fashion without being prompted to do so. Always seek improvement in all matters
8. Manage inbound calls to general office number
9. Make calls on behalf of the executive as directed and as to facilitate smooth operational integrations with venders and staff
10. Coordinate with our team, prepare routine project updates, provide updated to clients via email and verbally over the phone.
11. Maintain Insurance Certificates, Collect Insurance Quotes, Issue Insurance Certificates
12. Perform assistant management functions dedicated to specific projects and perform routine data entry
13. Maintain and assist in sales pipeline and preparations of sales presentations

Qualifications:
1. Exceptional written and verbal communication
2. Must be outgoing, confident, and able to communicate and connect with individuals during a first encounter
3. Maintain a professional appearance and dress code
4. Must have a dedicated workspace in a room that allows you to close the door so there are no interruptions during meetings
5. Must have 3+ years of experience in a similar role (Exec. Assistant / Admin, Assistant / Project Manager or APM)
6. Masterly level of Microsoft Word, Excel, Calendar Management, Gmail Suite, (QuickBooks is a plus)
7. Capable of conducting independent research, preparing and summarizing reports, creative thinking
8. Must be capable of delivering bad news in an appropriate and positive manner. Must communicate positively with all people in a professional manner that seeks to get the job done while maintaining and supporting the dignity of all those involved. We must always be the positive shining light, even in the worst of situations.
9. Must have a desire to integrate with the organization in a friendly, engaging, and remotely creative way.

To Apply to this position please upload your CV and provide a short video of yourself:
1. Tell us about who you are
2. Tell us how you would be a success in this role
3. Confirm you can work during the requested working hours and that you have the required skillset to excel
4. Anything else you would like to share

Video Uploads must be a on-click to view link

Compensation based on experience and skillset