What are the responsibilities and job description for the Executive Assistant position at RegisHR (Human Resources)?
We're on the hunt for a dynamic, full-time Executive Assistant to join our team! In this pivotal role, you’ll collaborate closely with our CEO and EVP, providing top-tier administrative support and taking charge of proposal coordination and writing. If you're looking for a fast-paced environment where you can make a significant impact and work directly with senior leadership, this is the perfect opportunity for you!
To thrive in this role, you’ll need sharp critical thinking skills, a proactive mindset, and the ability to stay ahead of deadlines while juggling multiple tasks. You should be skilled at prioritizing and adapting in a fast-paced environment, always staying one step ahead to meet the needs of our executives. Your organizational prowess will help keep everything running seamlessly, ensuring that our company’s workflow remains efficient and smooth.
Key Responsibilities
Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP
Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.
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To thrive in this role, you’ll need sharp critical thinking skills, a proactive mindset, and the ability to stay ahead of deadlines while juggling multiple tasks. You should be skilled at prioritizing and adapting in a fast-paced environment, always staying one step ahead to meet the needs of our executives. Your organizational prowess will help keep everything running seamlessly, ensuring that our company’s workflow remains efficient and smooth.
Key Responsibilities
- Manage executives’ calendars and schedule meetings with precision
- Answer and prioritize phone calls, ensuring seamless communication
- Request and track Certificates of Insurance as needed
- Review and assist with Legal Service Agreements
- Organize and coordinate team-building events to foster collaboration
- Schedule FedEx/courier services and manage transmittals for outgoing documents
- Cultivate strong working relationships with clients, customers, and consultants
- Coordinate, write, and edit high-quality proposals in a fast-paced environment
- Collaborate with the marketing team to create customized responses to Requests for Proposal (RFPs)
- Maintain regular communication with subconsultants and manage materials for proposals and ongoing projects
- Proactively generate additional service proposals for active projects
- Lead internal meetings with the executive team to review and refine proposals
- Keep project proposal templates updated and organized for consistent quality
- Bachelor’s Degree in Business Administration (preferred)
- 5 years of office administration or secretarial experience
- Expertise in MS Office Suite (5 years)
- Tech-savvy with a strong ability to learn new software quickly
- Previous experience in Marketing within the A/E/C industry is a plus
- Exceptional writing, editing, and proofreading skills
- Proven ability to perform well under pressure and meet tight deadlines
- Strong attention to detail and accuracy
- Highly organized and able to manage multiple tasks efficiently
- Must be authorized to work in the United States
- Medical Insurance
- 401(K) Retirement Savings Plan with up to 4% employer match after one year of Employment
- Profit Sharing
- End of Year Bonus
- Paid Personal/Vacation Days
- Paid Holidays
Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP
Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.
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