What are the responsibilities and job description for the Executive Assistant position at Cooperative Building Solutions?
Position Overview
The Executive Assistant of Cooperative Building Solutions plays a vital role as an administrative professional who provides essential support to ensure the efficient operation of the organization. This role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. The Executive Assistant ensures that daily operations run smoothly and contributes to the overall success of the organization.
Essential Functions
- Scheduling & Travel Arrangements : Maintain calendars, including scheduling meetings, and appointments, and travel arrangements.
- Expense Reports : Prepare expense reports and ensure timely reimbursement
- Communication : Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Acts as the point of contact among executives, employees, clients and other external partners
- Document Preparation : Prepare and edit documents, reports, AIA contracts, and presentations; play a key role in compiling Facility Planning Study reports and presentations, CBS 101, and Bid Result presentations
- Data Entry : Enter and update data in various systems, databases, and spreadsheets. Includes the creation of job numbers in CMIC, Pipeliner, and BIM.
- Office Management : Maintain office supplies and manage records. Ensure the office runs efficiently and is well-organized.
- Event Planning : Coordinate and plan corporate events, meetings, lunches, and assist when needed on conferences. Manage event logistics, including venue selection, catering, and guest lists.
- Confidentiality : Handle sensitive information with discretion and maintain confidentiality. Ensure all confidential documents are securely stored and managed.
Qualifications / Competencies
Position Type / Expected Hours of Work
This is a full-time, salaried, exempt position. Days and hours of work are typically Monday through Friday, 8 : 00 a.m. to 5 : 00 p.m., although hours may vary to support specific needs.
Travel
Infrequent travel by car is expected for this position.
AAP / EEO Statement
PARIC is an Equal Opportunity Employer / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability or protected Veteran status.
