What are the responsibilities and job description for the Administrative Assistant position at TopBuild?
About Your Future with TopBuild
Are you looking for a career with an industry leader that drives the future of energy-efficient insulation and building material products? Is being part of a company that is recognized as a “Great Place to Work” of value to you? Look no further! At TopBuild, you will be part of a diverse and inclusive team that reflects our values of integrity and innovation by delivering solutions that make a difference in the communities we serve. Here, you are part of a company that rewards your contributions and encourages you to take ownership of your career.
Job Description
The Administrative Assistant supports senior-level executives and a Human Resources department in a growth-oriented company by using strong process and planning orientation to provide coordination for meetings and events, communication to various internal and external groups, project management, proactive organization of information, and support for employee communications for M&A integration and onboarding.
This is an onsite position in Daytona Beach, not a remote position.
POSITION OVERVIEW
Represent executive(s) and staff members in a professional and positive manner. Communicate with company leaders and employees of all levels and external stakeholders and parties in a way that lives our company values and demonstrates accuracy and professionalism.
Provide communication and organizational support
- Prepare correspondence, presentations, reports and other special projects for leaders. This includes composing and editing key communications and documents.
- Communicate in person and through correspondence with various levels of contacts - both inside and outside the company.
- Help maintain contact lists and project plans.
- Process invoices for payment and follow-up as needed.
- Collaborate on and prepare company-wide communication updates (memos and slides) for distribution as needed.
- Perform general office duties, such as photocopying, scanning and sending materials out via standard/certified mail, UPS, FedEx, etc.
- Provide back-up support to Senior Executive Assistant and office support staff as needed.
Schedule and coordinate meetings and events
- Lead employee events team, prepare and manage budget for employee events, help execute on employee events including support for charitable events.
- Schedule and coordinate meetings, conference calls, web calls, phone calls and other events, including group meetings/trainings.
- Assist with scheduling travel for interview candidates and external visitors, plan accommodations and develop itinerary, as needed.
- Schedule and provide support for employee events as needed.
- Inform attendees of meeting dates and times, reserve meetings space, ensure the appropriate equipment/materials are available and coordinate F&B arrangements as needed.
Manage executives’ calendars and travel
- Anticipate administrative needs and availability of the executive(s).
- Schedule and coordinate variety of internal and external meetings.
- Coordinate full scope of travel arrangements and itineraries, working directly with corporate travel agency and with individual travel providers as needed.
- Complete and reconcile executive travel expenses.
Project Management
- Assist with managing HR projects, including M&A calendar and communications.
- Assist with managing company-wide HR initiatives as needed.
People Management
- Manage mailroom and reception team members, ensuring quality work.
- Provide support and prioritization for office and facilities staff.
Perform other administrative support related duties as requested.
YOUR EDUCATION AND EXPERIENCE
- Associate or Bachelor degree or equivalent
- 5-8 years of experience supporting executive-level leaders
YOUR REQUIRED SKILLS
- Proficient in Microsoft Office Software such as Outlook, Word, Excel, PowerPoint and Teams.
- Other useful systems experience:
- Zoom (web-based conference programs)
- Workday (or other similar HRIS)
- Egencia (or similar corporate travel agency program)
- Requires self-management and project management ability.
- Ability to manage multiple tasks and priorities.
- Should possess enthusiasm and positive attitude.
- Enjoy working with people.
PHYSICAL REQUIREMENTS
Work is performed in a typical office environment and may require standing, bending, lifting boxes or packages under 10 lbs., and sitting for long periods of time.
Work requires regularly inputting/retrieving words or data into or from an automated/computer system.
YOUR BENEFITS
We care about the health and safety of all employees and provide a range of benefits to assist in prioritizing your wellbeing. Listed below are a few of our available benefits:
- Base Bonus & Benefit Package
- Competitive Compensation
- Medical, Dental and Vision
- Strive Wellness Program
- 401(k) Matching
- Paid Holiday and Paid Time Off (PTO) for all positions
- AssuredExcellence®: minimal to no cost medical care and prescription drugs
- Flexible Spending Accounts (FSA): Healthcare and Dependent care
- Health Spending Account (HSA): with employer contribution
- Life & Disability Insurance
- Employee Assistance Program (EAP): in-person counseling, assistance and resources for family matters, legal and financial issues, etc.
- Employee Referral Bonus
- Paid Military Leave
- Tuition Reimbursement
- Length of Service Award
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TopBuild Corp. (NYSE: BLD) is the leading installer and distributor of insulation and building material services nationwide. TopBuild has a family of companies, which comprises of approximately over 450 branch locations across the United States and Canada. As a company, we actively engage in corporate social responsibility through our commitment to Environmental, Social, and Governance (ESG) practices. Additionally, we prioritize diversity and inclusion in our organization. If this interests you, we encourage you to join our company and find a variety of career opportunities awaiting you!
TopBuild Corp. is an equal opportunity employer (EOE), this includes protected Veterans/Disability. The employee must be able to perform the essential functions of the position. Upon request and absent undue hardship, reasonable accommodation will be offered to enable employees with disabilities to perform the essential functions of the job.
