Description

The Place
Smallwoods is a fast-growing company centered around providing families with timeless décor that makes a house a home. Family defines who we are and embodies what we do. We value walking alongside a customer as they capture memories and milestones, and then essentially welcoming them to the Smallwoods family. We appreciate our snacks and coffee and will occasionally tolerate a good Dad joke. Still interested? Read on.

The Position
We are seeking a dynamic Executive Assistant with a background in administration and/or project management to join our team. In this role, you will work closely with the Chief Operating Officer, handling project management, scheduling, and administrative tasks to provide seamless support and coverage. Proficiency in both English and Spanish is required. 

You will:

o Manage complex and dynamic calendars, coordinate among all schedules, plan appointments and activities proactively and ahead of time, and ensure efficient use of time

o Regularly exercise discretion and independent judgement while fulfilling responsibilities excellently

o Liaise with internal stakeholders and external parties for communication and on-site scheduling

o Assist with meeting preparation and follow up, including maintaining agendas, creating pre-meeting packets, taking notes as needed, distributing, and checking on follow-up items

o Organize and maintain tidy and clean workspaces, handle any office supplies, facilities, or repair needs

o Provide excellent customer service to external partners through communication and timely follow-up

o Fulfill other projects as assigned/needed

o Maintain constant communication within departments

o Project Management and helping manage department projects

o Scheduling/Priority management (making sure highest priorities are being accomplished)

o Understand the priorities of the department and actively find ways to provide value

o Must be able to think critically to provide solutions to issues

o Maintain communications with COO 

 The Person

o The ideal candidate understands that they reflect Smallwoods and are one of the first impressions people receive.

o The ideal candidate must be bilingual in English and Spanish

o The ideal candidate is intuitive, self-aware, and listens well.

o The ideal candidate is a self-starter and highly organized.

o The ideal candidate is a skilled communicator and fast learner.

o The ideal candidate navigates change with confidence and ease.

o The ideal candidate will adapt and produce in high pressure situations.

o The ideal candidate can easily integrate with other teams.

o The ideal candidate has a proven track record of excellent judgment, discretion, and integrity when managing responsibilities.

o The ideal candidate must be willing to give and receive constructive feedback and hold people accountable while naturally maintaining strong professional relationships.

The Past Experience

o Proficient in Microsoft office suite. 

o Proven time management and task management skills

o Advanced communication skills and a professional demeanor

o Developed skill set in project management

o Bachelor’s degree preferred

The Perks

We foster a culture that is saturated in hard work, but still family focused.

We provide the opportunity to work in an environment that encourages creativity and innovation.

We offer skill set maturity through professional development and training.

We offer full benefits including PTO, 401K, Medical, Dental, Vision and Life insurance.

We offer product discounts for employees.

We encourage good doses of fresh air and vitamin D.

As part of our commitment to maintaining a safe and drug-free workplace, all candidates considered for employment at Smallwood Management Company are subject to a pre-employment drug screening and background check. 

To understand your rights as an applicant, please click here (applicant labor law.pdf) to view the labor law posters.