What are the responsibilities and job description for the Executive Assistant position at Athletic Fields of America?
TITLE: EXECUTIVE ASSISTANT
REPORTS TO: President of Athletic Fields of America
A Tencate Owned Company
JOB OVERVIEW:
TenCate Grass is seeking an organized, detail-oriented, and proactive Executive Assistant to provide executive support to our leadership team. This role requires someone with exceptional communication and multitasking skills, who thrives in a fast-paced, dynamic environment. The ideal candidate will be adept at managing multiple priorities and demonstrating strong problem-solving abilities. Experience in the construction industry
will be a distinct advantage.
RESPONSIBILITIES AND DUTIES:
Executive Support:
• Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare, edit, and proofread correspondence, presentations, reports, and meeting agendas to ensure timely and accurate execution.
• Assist with the organization of meetings, including gathering necessary materials, taking meeting notes, and following up on action items.
• Serve as a liaison between the executive team and other departments, clients, and vendors.
• Handle sensitive and confidential information with discretion and professionalism.
Administrative Support:
• Oversee the management of the office, ensuring that it is well-stocked and running efficiently.
• Assist with expense tracking, invoice processing, and preparation of financial documentation.
• Organize and coordinate company events, including conferences, client meetings, and team-building activities.
• Help streamline and improve internal workflows, promoting organizational efficiency.
• Coordinate and support HR functions such as recruitment logistics, onboarding, and team communications.
Bidding Support:
• Researching online public records and verifying information.
• Providing outstanding customer service and support to ensure our customers' concerns are valued and addressed.
• Assist with the preparation and submission of documents, ensuring compliance with deadlines and all relevant requirements.
• Collaborate with project managers and the bidding team to gather necessary documentation for bid proposals.
• Maintain and track documentation related to current and past bids, ensuring accurate record-keeping.
• Monitor and update bid schedules, coordinating with relevant internal and external stakeholders to ensure timely submission.
Communication:
• Serve as the point of contact for internal and external stakeholders, including vendors, clients, and contractors.
• Manage email and phone communications, responding on behalf of executives as needed and ensuring prompt and professional responses.
• Assist with client relations, ensuring that inquiries and requests are handled efficiently.
Project Coordination:
• Provide assistance in managing and coordinating special projects as directed by the leadership team.
• Track project timelines, deliverables, and follow-up activities to ensure that objectives are met on time.
• Support the coordination of operational processes and business initiatives as needed.
REQUIRED QUALIFICATIONS:
• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong verbal and written communication skills.
• Excellent organizational skills with keen attention to detail.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills and ability to work collaboratively with team members at all levels.
• Professional demeanor with excellent customer service skills.
PREFERRED QUALIFICATIONS:
• Previous experience in construction administration, including the preparation and submission of proposals for construction projects.
• Knowledge of construction industry standards and terminology.
• Experience with bid management software or tools.
• Ability to interpret bid requirements and collaborate with project teams to ensure complete and accurate submissions.
• Knowledge of project management tools or software.
LOCATION:
• Morris Plains, NJ (onsite)
COMPENSATION
• Competitive salary.
• Health, dental, and vision insurance.
• 401(k) plan.
• Paid time off and holidays