What are the responsibilities and job description for the Executive Assistant position at Tencate Grass?
TITLE: EXECUTIVE ASSISTANT
REPORTS TO: President of Applied Landscape Technologies
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.
- Experience with Salesforce, HubSpot, or any other CRM system.
- Ability to serve as the point person for handling the ERP (Enterprise Resource Planning) integration for Tencate, including Salesforce, MS Business Central, and ProjectPro365.
- Willingness to learn and teach new software systems, with a proactive approach to developing expertise in the integration of these platforms.
LOCATION:
- Morris Plains, NJ (onsite)
COMPENSATION
- Competitive salary.
- Health, dental, and vision insurance.
- 401(k) plan.
- Paid time off and holidays
