Executive Assistant

COMPANY OVERVIEW

Trautman & Shreve, Inc. is a subsidiary of publicly traded EMCOR Group Inc.  Trautman & Shreve is a Colorado-based mechanical contracting and construction engineering firm.  For more than half a century, we built a strong reputation in maintaining the highest standards of achievement with unparalleled quality workmanship within the construction industry.

 SUMMARY

 The Executive Assistant will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The ideal candidate may also train and supervise lower-level clerical staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

 Include the following. Other duties may be assigned.

• Manage and maintain executives' schedules.
• Make travel arrangements for executives.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Act as a gate keeper of information and internal/external contact.
• Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Prepare executives for meetings, i.e. researching organization/individuals, and potential business opportunities.
• Create and maintain an organized filing system of all information and records for reference.
• Collaborate effectively and professionally other internal departments.
• Maintain confidentiality of department and company information.
• Monitor tasks delegated by executives to staff and follow up on results to ensure work is completed and deadlines are achieved; assign work to clerical staff when necessary.
• Comply with I.S.O. 9000:2015 operations work instructions, contracts, safety program, and Company established policies and procedures.
• Escalate critical and/or sensitive issues to executives with recommendation for resolution.
• Perform additional assignments as required by the operating needs of the company or as directed by executives.

QUALIFICATIONS

 To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 PREFERRED EDUCATION and/or EXPERIENCE 

• 5 – 7 years working in an administrative capacity, supporting upper level management/executives.
• High school diploma or GED required.
• Bachelor’s Degree or currently pursuing preferred. Comparable relevant work experience also acceptable.
• Working knowledge of the construction industry, operations management, and safety practices.
• Working knowledge of federal, state, and city regulations and guidelines.

PREFERRED SKILLS and ABILITIES

• Business writing and reporting skills
• Excellent organization, communication, and interpersonal skills
• High-level experience of staff management
• Scheduling and time management skills
• Strategic, analytical, and multi-tasking skills
• Presentation skills
• Travel logistics
• Excellent IT skills

COMPUTER SKILLS 

• Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word and Excel).
• Working knowledge of project and financial software a plus. 

REQUIRED ATTRIBUTES 

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Must demonstrate integrity, honesty, professionalism, and appropriate concern regarding dissemination of sensitive and confidential information.
• Must have the ability to make sound decisions and produce accurate and timely results in mind.
• Must prioritize and organize work in a fast paced multi-task environment.
• Must monitor and analyze data and solve problems on a tactical and stra