Job Description

EXECUTIVE ASSISTANT

JOB DESCRIPTION

Job Responsibilities include but are not limited to:

• Coordinating meetings, lunches, schedules and travel booking needs for each Senior Leadership Team member
• Monitor progress of current actions, share key details, updates and on target or delays on scheduled items
• Address team member emails, filter and distribute to needed parties
• Maintain meeting updates, deadlines and share scheduling conflicts
• Process expense report for leaders
• Follow Ups from Meetings
  1. Combined notes from the team and key parties
  2. Share Action Items with deadlines and distribute
• Collaborate with key stakeholders and team members for follow through of project completion
• Create internal department procedures for better process flow and coordination
• Other duties as assigned

Knowledge:

• Associate or bachelor’s degree preferred

Work Experience:

• Project Coordinator experience preferred
• Executive Administrative experience is preferred
• Previous project software experience welcomed: Procore, project dashboards like Power BI or project scheduling tools

Skills and Competencies:

• Excellent written, verbal and presentation skills
• Detail oriented with excellent organization skills
• Proficient in working with Microsoft Office Products including Word and Excel
• Must be able to learn internal systems: Procore, Sage and CRM
• Proficient in PDF creation
• Must have valid state driver's license and good driving record

Work Availability:

• Must be able to travel overnight on occasion as needed for internal or customer meetings. Travel expectations are less than 10%.
• Must maintain regular and acceptable attendance at such level as is determined by management
• Must be available and willing to work after standard hours and/or weekends as the employer determines are necessary or desirable to meet its business needs

Physical Requirements

• In office setting, including sitting, some bending, some lifting, walking and viewing
• Personal vehicle used for offsite meetings, events and meal pick up on occasion

ACKNOWLEDGEMENT:

The Employee is expected to comply with and support the enforcement of Allied Fire Protections policies, applicable regulatory and statutory requirements.

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