Executive Assistant - Landscaping - Rowley, MA

Exceptional Admins (EA) is seeking a professional for an opportunity with a North Shore (01969) based landscaping company that services a wide range of projects.

EA is a boutique firm focused on working with business leaders and administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.

About the Founder and Company

The Founder is a true visionary. His CliftonStrengths report identifies he enjoys spending time strategizing and motivating others, to name a few. Now, 30-years in the future from when he founded the company, he has over 60-professionals, and counting, who are providing top notch service to the community. He has lofty goals to scale the company over this decade. His team sees them getting there. With this growth there is the need for a partner, someone that can help him buy back time so he can better focus his energy on growth/expansive objectives. It's an exciting time to be with the company and work alongside the decision maker.

Hiring goal

The Founder seeks an Executive Assistant to handle tasks that move activities forward. The role calls for a very organized person who knows how to work in tandem with accounting activities, enjoys scheduling/meeting logistics, and someone with strong note taking habits. The role comes with both routine and unexpected responsibilities. Due to the nature of the business, the professional joining the team needs to have a healthy obsession with organization.

ROLE OVERVIEW

Executive Support - 85%

• Provide traditional administrative support to Founder:

• Management of contacts

• Management and prioritization of email, both yours and his

• Create and manage soft document filing system (very little paper)

• Streamline and manage to-do list to meet deadlines and ongoing objectives

• Generate business letters

• Calendar logistics

• Help executive with industry engagements

• On occasion, run errands (very rare)

• Support meetings, which includes:

• Assist the executive with meeting agendas and takeaway tasks to help move along tasks and goals, daily

• Attend several meetings with executive

• Work with Founder on his EOS (Entrepreneurial Operating System) initiatives

• Support ad-hoc projects and research requests

• Handle, organize, and prioritize confidential materials, which includes creating and managing detailed spreadsheets

• Handle full-cycle domestic travel arrangements, bi-weekly

• Property Management Transactions:

• Help executive manage two real estate properties and a (forthcoming) third

• Support data activities with Aspire (CRM, estimating, and invoicing tool)

Business Support – 15%

• Work with executive leadership team on EOS goals and meetings (using Ninety.io)

• Work with executive on team training meetings, weekly

• Work with executive on outbound (company-wide) newsletters

• Work with executive to create an engagement (with clients) plan

• Work with executive and consulting agency on HubSpot activities

• Work with executive on digital folder file system

• Work with executive on hospitality tasks, i.e., coordinate gifts

• Act as liaison between sales, clients and vendors

• Maintain customer confidence and sustain customer relations

• Assist with developing contracts and preparing documents for clients via Google Doc and Aspire tool

• Deploy Slack with executive

Desired Background and Attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of “must haves.”

• Relatable, administrative experience to where your toolbox fits 75% of the role's needs

• Small Business experience, a plus

• Proficient with Google Suite

• Familiar with HubSpot

• Nimble, adaptable, and entrepreneurial mindset, a big plus

• Be technically savvy and resourceful and industrious

• Past experience working with a variety of tasks at any given time

• Strong composure in verbal and written communication

Company Offerings

• Salary: $65k to $90k

• Hours: 7:30am to 4:30pm (onsite, 5-days a week)

• 401k: Available after 1 year of employment with 4% company match.
  

• Bonus: Christmas (weeks pay).

• PTO: 10 days per year; All regular full-time employees begin accruing paid time off, based on hours worked, on date of hire. PTO is front loaded and paid out if an employee leaves and is paid on an accrual basis.

• Holidays include:

• New Year's Day, Memorial Day, Independence (Observed), Labor Day, Thanksgiving, and Christmas Day. Some adjustment for the day before/after Thanksgiving or Christmas.

• Healthcare: Health and Dental plans available, eligibility begins immediately.
  Company currently pays 50% of selected plan premiums and the employee pays
  50%. Vision discounts.

• Education: On a case-by-case basis, the company may pay for you to attend role or industry-related seminars/conferences and may support the cost of joining a professional organization, and maintenance of professional licenses that have a direct relationship to the job the employee performs.

• Parking: Free parking onsite.

• Technology: Cell phone negotiable. Laptop is issued utilizing G-Suite.

• Office Perks: Monthly, office-wide birthday celebrations; annual winter holiday party, and other team related functions

• Culture: Small team; collaborative; “see a problem, own the problem, fix the problem” mentality.

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

1. You are craving a role where you can make an impact each day

2. You enjoy working with technology to streamline workflow

3. Joining a dynamic, small group of professionals lights you up

4. Exceptional self-directed work ethic

5. Exceptional problem-solving skills where challenges don't fluster you but energizes you to ‘figure-it-out'

6. You are a master when it comes to following up

7. You crave things to be organized, you may be called “type-A” by some

8. You enjoy getting into the minutia and are passionate about the details

9. You enjoy learning while you work

10. You would self-describe as “poised and professional and you enjoy learning the business and its people”

Cole Landscaping provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment and background investigations.