What are the responsibilities and job description for the Executive Assistant position at BlueTeam?
Job Title: Executive Assistant
Department: Corporate
Reports To: CEO
FLSA Status: Exempt
Company Summary
BlueTeam is a US-based provider of national disaster recovery, remediation, reconstruction, renovation, and roofing services for commercial properties. Our core business focuses on cleanup and mitigation efforts for recovery from fire damage, roof leaks, flooding, pipe bursts, and post-disaster remediation due to severe weather. We exclusively serve commercial sectors including hospitality, senior housing, healthcare, commercial offices, municipalities, multifamily living, and institutional markets.
SUMMARY: Executive Assistant to provide unparalleled support to our Chief Executive Officer. Our Chief Executive Officer serves actively on several fronts, but his primary focus is on sales/client relationships and team building. If you thrive in a fast-paced environment and possess the skills and qualities we seek, we invite you to apply by submitting your resume and a compelling cover letter.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless operations and effective time management for our CEO. Your primary responsibilities will include:
- Contact Management:
- Manage contacts both in CRM and Outlook to create a clean set of contacts and update as new contacts are constantly flowing in
- Email Management:
- Clear as necessary large quantities of emails
- Identifying that worth reviewing and clearing cloud emails to allow the prioritization of follow-up(s)
- Calendar Management:
- Effectively manage and prioritize the CEO’s schedule, ensuring optimal use of time and alignment with strategic priorities
- Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and travel plans
- Planning includes travel to see clients to maximize touches on any travel plan
- Communication and Information Flow:
- Critical to becoming effective in this role, you must learn the business needs and the content, not simply recognize an email by the subject and contents of it
- Facilitate effective communication within the executive team and across the organization, ensuring timely dissemination of information
- Become a Point of Contact for key clients to schedule meetings and follow-ups
- Expense Management:
- Manage all expense reports both for the CEO and his direct reports, searching for anything out of policy on subordinates otherwise approving by deadlines
- Personal Calendar Management:
- Follow a complex time-sharing schedule, including multiple dependents
- Create an effective calendar and communication tool for multiple stakeholders
- Assist with personal tasks when called upon, such as coordinating and facilitating nannies or caregivers, gifts for children’s events, etc. (Not to become a caregiver for the children)
- Agenda Planning and Preparation:
- Proactively anticipate the CEO’s needs and preferences, preparing comprehensive agendas for meetings and events
- Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagement.
- Use all resources effectively to become a subject matter expert before presenting your findings, whether about a client, a project, an issue, etc.
- Travel Coordination:
- Arrange complex travel itineraries, including flights, accommodations, and ground transportation, while considering the CEO’s preferences and schedule constraints
- Reviewing all contacts to optimize any travel to set as many meetings as possible and creating a tour type of schedule vs. reactive scheduling
- Prepare travel documents and provide detailed itineraries to ensure a smooth travel experience
- Task Prioritization and Follow-Up:
- Prioritize tasks and projects based on urgency and importance, ensuring that deadlines are met
- Follow up on action items and commitments made by the CEO, track progress and provide regular updates
- Create the best practice for the storage of priorities, streamlining many systems down to one
- Own the priority lists and information and shall not simply track but use timely reminders to keep progress moving
- Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality and discretion
- Maintain a high level of professionalism and integrity in all interactions and communications
- Performs other related duties and assignments as required
QUALIFICATIONS:
- Proven experience as an Executive Assistant or similar role supporting C-level executives
- Exceptional organizational and time-management skills
- Strong written and verbal communication skills
- High proficiency in calendar management and scheduling tools
- Ability to work effectively under pressure and prioritize tasks
- Strong problem-solving skills and attention to detail
- Tech-savvy with proficiency in office productivity tools (Microsoft Office, Google Workspace, etc.)
EDUCATION and/or EXPERIENCE:
- Bachelor's degree from an accredited university required.
- A minimum of 3 years of experience in an administrative assistant or similar role.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to type and look at a computer screen for long periods of the day. The employee must be able to sit for long periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required.
NOTE: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. BBMK Contracting, LLC dba BlueTeam (BlueTeam) is a Drug Free Workplace as well as an Equal Opportunity Employer. Qualified applicants shall be considered for all positions without regard to race, color, sex, religion, national origin, age, disability, veteran status, or any other status protected by federal, state or local law.
