Executive Administrative Assistant

Job Type Full-time Description

Company Overview:

Force Building Services is a leading provider of construction and maintenance services for commercial clients. We are committed to delivering exceptional service and building lasting relationships with our clients.

Position Overview:

The Executive Assistant to the Head of Conveyance Department will assist the Operations Team in all job functions and oversee the execution of specific projects as directed. This role requires a highly organized and proactive individual who can manage a variety of tasks, ensuring the smooth operation of the department. While this is primarily a remote-based position, it requires periodic travel and may be hybrid at times.

Essential Job Functions:

• Provide comprehensive administrative support to the Operations Manager, including managing her schedule, coordinating meetings, and handling correspondence.
• Assist in the preparation of reports, presentations, and other documents.
• Coordinate travel arrangements for the Operations Manager and team members, ensuring the best pricing and connections with airlines, hotels, and car rental companies.
• Manage vendor relationships, including sourcing vendors, obtaining necessary documentation, and ensuring accurate invoicing.
• Track costs associated with projects and input data into job boards for accurate invoicing.
• Use software tools (e.g., Monday.com, Service Fusion) to manage and track projects, input data, and generate reports.
• Communicate regularly with field technicians and the coordinating team to ensure they are informed of job details and expectations.
• Handle phone calls, direct inquiries appropriately, and manage communication with clients and team members.
• Assist with the submission and tracking of job hazard analyses (JHAs) and other safety documentation.
• Support the Project Coordinator and Conveyance Leadership Team with administrative tasks and project coordination.
• Maintain high standards of professionalism and confidentiality in all interactions.
• Oversee the execution of specific projects as directed by the Operations Manager, ensuring timelines and objectives are met.
• Coordinate and lead project meetings, tracking progress and addressing any issues that arise.
• Prepare project documentation, including plans, timelines, budgets, and reports.
• Liaise with internal and external stakeholders to ensure successful project delivery.
• Ensure compliance with company policies, procedures, and quality standards.

Requirements

Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Fluent in English (both written and verbal).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.) and other relevant software tools.
• Strong organizational and communication skills.
• Ability to manage multiple high-priority tasks simultaneously.
• Experience in a customer service role and the ability to represent the company professionally.
• Clean driving record and ability to pass a background screening.
• Enthusiastic about furthering skills through education and training.
• Demonstrated ability to work autonomously and use good judgment.
• Must conduct themselves with the utmost integrity at all times.
• Experience in project management or coordination is a plus.
• Ability to adapt quickly to changing priorities and manage multiple projects.
• This position is a hybrid position and will require to meet with team members periodically.

Physical Requirements:

• Ability to sit for extended periods.
• Capable of working in various commercial settings and being on-call when needed.

Work Environment:

• This role requires travel up to 10% of the time, occasionally traveling between cities by plane or car.
• Must have a valid driver’s license and the ability to safely operate an automobile.
• Work in both indoor and outdoor environments.
• May be required to work on-call and outside of regular business hours.

Key Skills:

• Strong leadership and team management skills.
• Excellent problem-solving and decision-making abilities.
• High level of attention to detail and accuracy.
• Strong interpersonal skills with the ability to build relationships with stakeholders at all levels.