Job description
Established professional engineering firm has immediate opening for a qualified Executive Assistant. Company specializes in Owner Representative Services, Commissioning, Program Management, Project Management and Building Performance Testing.
Responsibilities:
- Assist with all day-to-day office operations.
- General Office clerical and administrative activities.
- Greeting and interacting with visitors, callers and other executives.
- Telephone/receptionist duties.
- Word processing, Filing, Scanning.
- Assist with maintaining company “log” records – mail/stamps, copying/printing, delivery.
- Assist with company correspondence, accounts payable, e-mails.
- Scheduling meetings and posting on Outlook calendar.
- Making travel arrangements.
- Monitoring and arranging for purchasing office supplies; maintain “shopping list” of supplies that need to be replenished or special purchases.
- Checking mail, logging in Project related mail, and routing to principal or project manager as required.
- Errands outside the office as requested.
- Assist Principal with personal and community activity-related activities, errands, files, etc. Attend meetings with Principal for taking notes, preparation of minutes and reports. Some out of town travel and some overnight travel may be required.
- Assist Project Manager in Setting up and maintaining File system for projects.
- Assist in the preparation of PowerPoint presentations and other items needed for project meetings, presentations or reports. Many presentations will be out of the office and in the evenings.
- Assist in the preparation of marketing and business development items such as brochures, resumes and marketing packets.
- Assist with the planning and preparation of company responses to Requests for Qualifications (RFQs), Requests for Proposals (RFPs) and providing such documents for teaming opportunities.
- Assist with planning and completing marketing/public relations e-blasts.
- Assist with orders for printing that are out sourced (i.e. business cards, RFQ covers).
- Other support activities related to Marketing and Business Development as requested.
Skills:
- Excellent interpersonal skills.
- Ability to multi-task and work with limited direct supervision.
- Proficiency with English technical writing skills and verbal communication.
- Excellent computer skills in Microsoft Word, Excel, PowerPoint, Desk-Top Publishing, etc.
- Proficiency with Adobe Software (Photoshop, Illustrator, InDesign).
- Proficiency with Organization skills and experience in creating information databases for marketing and preparing requests for qualifications.
- Familiar with social media & ability to post & update.
- Proficient with word-press and editing of websites.
Salary to be based on relevant and qualifying experience.
Job Type: Full-time
Work Location: In person
Job Type: Full-time
Pay: $39,115.69 - $55,000.00 per year
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person