Executive Assistant

Job Description

The Executive Assistant provides high-level administrative, organizational, and strategic support to the Executive Vice President, Construction, serving as a trusted partner in managing priorities, initiatives, communications, and day-to-day business needs. This role requires exceptional communication, collaboration, organization, and attention to detail, along with the ability to quickly adapt and pivot as business priorities change.

The ideal candidate is highly proactive, resourceful, and comfortable operating in a fast-paced environment where priorities can shift quickly. They must be able to anticipate needs, manage multiple competing priorities, communicate effectively with individuals at all levels of the organization, and maintain a high level of professionalism and confidentiality. Strong presentation and design skills, expert-level proficiency with Microsoft and Google Workspace applications, and the ability to turn ideas and direction into high-quality finished work are critical to success in this role.

Essential Duties and Responsibilities:

• Create professional, executive-level PowerPoint presentations from concept to completion for All Hands meetings, client presentations, executive meetings, and other high-visibility business needs.
• Partner directly with the Executive to understand their vision, objectives, and key messages and translate them into clear, polished, and visually compelling presentation materials.
• Collaborate with Accounting, IT, HR, and other corporate and construction teams to gather information and support executive initiatives and deliverables.
• Adapt quickly to changing priorities and business needs, including managing time-sensitive and last-minute requests while maintaining accuracy and quality.
• Schedule and coordinate meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation material, scheduling caterers (where applicable), taking meeting notes, and other relevant materials. Follow-up on action items from meetings on behalf of the Executive.
• Ability to manage conflicting needs including calendar management, ordering of office supplies, completion of ad-hoc projects, proactive identification and follow-through of needed tasks, and more.
• Provides a bridge for smooth communication between the Executive and internal departments, demonstrating maintenance of credibility, trust and support with senior management staff.
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks.
• General administrative duties such as typing and photocopying general correspondence including letters, emails, proposals, presentations, reports, agreements, and memos from notes or dictation. Maintain accurate filing system and document control of all duties.
• Arrange travel plans and itinerary for Executive as well as complete expense reports.
• Plan, coordinate, organize and help at various company events and celebrations.
• May provide support to other departments on assignments, special projects, committees, or other organizational needs.
• Other tasks and duties as assigned by supervisor and/or upper management.

Position Requirements (Work Experience, Skills, Licenses, etc.):

• Expert-level proficiency in Microsoft PowerPoint, with advanced proficiency across the Microsoft Office Suite and Google Workspace.
• Exceptional attention to detail and a strong ability to produce accurate, polished, and professional work with minimal oversight.
• Strong presentation design skills; formal education, coursework, or professional experience in graphic design, presentation design, or a related field is preferred.
• Exceptional verbal and written communication skills, with the ability to effectively communicate with executives, senior leaders, clients, and cross-functional teams.
• Demonstrated ability to prioritize, pivot, and adapt in a fast-paced environment where business needs and priorities can change quickly.
• Highly collaborative, with the ability to build effective working relationships across multiple departments and levels of the organization.
• Ability to maintain confidentiality as needed when required by the nature of work conducted.
• Extensive computer knowledge and able to learn new programs and processes.
• Strong written communication skills with attention to detail and ability to organize data.
• Able to demonstrate consistent and reliable attendance.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Ability to work overtime when required.

Education and Experience:

• Expert with Microsoft Office, including MS Word, MS PowerPoint, and MS Excel Word.
• Expert with Google applications including Gmail, Google Calendar and Google Docs.
• Experience with Adobe (Writer, InDesign, etc) or similar programs.

Required:

• 5+ years of executive support, executive administration, presentation development, project coordination, or related experience preferred.
• Bachelor's degree or equivalent work experience.

ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Motivation/Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• People Skills: Is approachable and gains the mutual trust and respect of others. Understands people's strengths & weaknesses and actively seeks to understand other perspectives.
• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to the organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.
• Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for his/her actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization.

Job Responsibility Level:

No direct reports

Travel Requirements:

Travel required 25-40% of the time to other office locations, including overnight travel occasionally.

Hours:

This is a non-exempt position from Monday through Friday. Work hours begin and end between 8:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary for business needs

Physical Demands:

• Must frequently lift and/or move up to 10 pounds and occasionally life/and or move up to 30 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Prolonged sitting.
• Frequently required to reach with hands and arms.
• Occasionally required to stand; walk and stoop, kneel, crouch.

Competitive Wages:

$41.32 to $52.77 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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