Executive Administrative Assistant

WHO WE ARE

We’re an entrepreneurial, fast-growing team of project managers, estimators, superintendents, safety and administrative support personnel. As leaders in quality construction management, we’re committed to providing impeccable service to our clients, a safe work environment for our team, and an opportunity for our employees to grow and enjoy the benefits of work/life balance. Here at ALLY, we cultivate a collaborative environment that values tenacity, attention to detail, and comradery. Since outstanding customer service is our best product, we strive to build long-lasting relationships with our entire customer base.

POSITION SUMMARY

The husband-and-wife owners of a successful, private, construction services company in Southern NJ are looking for a well-organized Executive Administrative Assistant to provide one-on-one support with administrative tasks. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of our organization. The ideal candidate will be a proactive problem solver with exceptional communication and organizational skills and meticulous attention to detail. To be successful in this position, you must be tech-savvy, a good listener with strong time-management skills and an ability to prioritize tasks.

RESPONSIBILITIES AND ACCOUNTABILITY

·     Calendar Management - Proactively manage complex executive calendars, scheduling meetings, appointments, and coordinating with internal and external stakeholders.

·     Travel Arrangements - Arrange domestic and international travel, including booking flights, accommodations, and ground transportation.

·     Meeting Coordination - Prepare agendas, gather materials, take detailed minutes, follow up on action items from meetings, sending reminders, and organizing catering or lunch orders when necessary.

·     Communication Management - Screen calls, emails, and correspondence, prioritizing and directing inquiries to appropriate parties.

·     Expense Reporting - Process and submit expense reports as applicable.

·     Project Management - Assist with special projects, including research, data analysis, and presentation preparation.

·     Confidentiality - Maintain strict confidentiality regarding sensitive information.

·     Office Administration - Manage office supplies, coordinate office services, and maintain filing systems.

·     Handle event planning, organize speaking engagements, company events, sponsored golf outings.

·     Make restaurant reservations and other appointments as needed.

·     Research, hire, and supervise vendors and contractors for projects, as needed.

·     Keep the managers updated on progress of projects.

·     Assist with coordination of property management and philanthropic interests.

·     Office help with bookkeeping, receipt organization, scanning, and filing.

·     Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.

·     Answering phone calls in a polite and professional manner, and welcome visitors directing them to the appropriate department when needed.

·     Perform other duties as necessary.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES (KSA)

·        Possess ALLY’s core values:

                      -       Embrace Change (Adaptability)

                      -       Success is No Accident (Safety)

                      -       Go Above and Beyond (Client Service)

                      -       Empowering Success (Accountability)

                      -       Thriving Together (Team Culture)

·        Must be a good listener with strong time-management skills, attention to details, and an ability to proactively prioritize tasks.

·        5-7 years of experience working in an executive administrative assistant role.

·        Discretion and Confidentiality - Ability to handle sensitive information with utmost discretion.

·        Problem-solving and decision making.

·        Proactivity and self-direction - self-motivated team player with the ability to work independently in a fast-paced environment.

·        Interpersonal skills.

·        Must have a valid driver’s license and working vehicle.

·        Excellent communication (verbal and written), problem-solving, and organizational skills.

·        Proficiency in the use of iPhones/iPads apps, QuickBooks, Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

·        Strong ability to prioritize and execute tasks and conform to shifting priorities and timelines while meeting deadlines.

·        Ability to be flexible and work with ambiguity.

·        Must be a team player.

·        Eligible to work in the United States.

PHYSICAL DEMANDS/WORK ENVIRONMENT

·        While performing the duties of this job, the employee is required to sit for long periods of time, look at a computer monitor for extended periods, use of hands and fingers, and reach with their hands and arms or feel objects, climb stairs and ladders; balance; stop, kneel, crouch, or crawl; talk or hear; taste or smell.

·        Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

·        Employees in this role are required to speak clearly so listeners can understand and hear clearly to understand the speech of another person.

·        In this role, an employee may occasionally lift 30 pounds and/or move up to 50 pounds.

COMPENSATION / BENEFITS

·        Paid time off to include vacation, flex (sick/personal), company-approved holidays and your birthday!

·        Medical, dental and vision insurance for you and your family dependents (base plan 100% paid).

·        HSA, Dependent Care and HRA programs.

·        401K Savings/Retirement Plan.

·        Life Insurance (1X of salary paid by ALLY).

·        Employee referral program, volunteer program, and tuition reimbursement incentives.

·        Great environment with fun, caring, hardworking people.

·        Salary is full-time pending experience.

ALLY Construction Services offers a competitive salary and benefits package. To be considered, please email us your resume with the position you’re applying as the subject line to HR@ALLYConstructionServices.com.

ALLY Construction Services is an Equal Opportunity Employer

Applicants are considered regardless of race, color, religion, creed, age, sex, pregnancy, family responsibility, national origin or ancestry, citizenship, marital status, sexual orientation, transgender status, veteran’s status, genetic information, or status as a qualified individual with a disability or any other protected characteristic in accordance with applicable law.