Job Purpose To provide executive level provide general support by providing clerical support, receiving clients and visitors. Arranging travel and correspondence, and scheduling meetings, bookings and appointments. May also be responsible for training and supervising other staff in regards to clerical and administrative work. Additional tasks assigned by executive.
General Roles and Responsibilities
Manage and maintain executive schedules, including scheduling travel and conferences, managing appointments. Ensuring executive is reminded of any upcoming schedules;
Answering and directing calls to appropriate executives and parties, taking messages;
Greeting visitors and determining access to appropriate parties;
Overseeing implementation of policies & procedures within within the office;
Opening, sorting, and distributing correspondence, including email, faxes, and snail mail;
Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
Prepare reports, collect and analyze information; prepare presentations;
Meet with special interest groups or individuals on behalf of executives;
Prepare executive responses to routine memos, letters, or correspondence;
Prepare and develop an efficient records management system; maintain and recommend changes to records system when appropriate;
Develop, maintain and monitor vehicle documentation & maintenance schedules, ensuring bookings / renewals are made in a timely and convenient manner;
Develop and utilize historical information and provide retrieval of information for executive;
Record meeting discussions and provide summarized meeting minutes;
Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary;
Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment;
Assist with timesheet tracking and workload monitoring;
Data analysis; Proficient in Access, MS Teams, MS SharePoint, MS Word, Excel, Outlook, construction/project management systems. Perform filtering and sorting of data, V-lookup and other functions;
Train clerical staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database;
Prepare checks for signature and review;
Provide clerical and general office support and/or training to other key team members and coordinate with other departments / shared services as needed;
Delegating tasks and responsibilities to other staff members when appropriate. Tracking timesheets & workload distribution;
Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executive when they cannot be resolved for attention;
Using good judgment to bring any potential problems to the attention of executive, suggesting preventative measures;
Evaluate policies/processes to ensure they are in compliance with corporate rules and mission suggesting improvements as appropriate.
Required
Graduate in business administration / managment, or related field (Construction / Landscaping / Engineering)
+3 years experience in administrative support or executive assistance;
Confidentiality, and the ability to keep information secret when necessary;
Good communication and presentation skills;
Excellent collaborative & independent problem-solving skills;
Strong analytical and planning skills;
Proficient in Microsoft Office 365 suit applications. (Word, Excel, PowerPoint, Outlook, OneDrive, Teams, Sharepoint, Flow etc.)
Preferred
Experience in accounting, payroll, finance or HR
Project managment software administrator role exposure / experience
Supervisory experience
