Executive Administrative Assistant

Job Summary: 

We are seeking a highly organized and adaptable Executive Administrative Assistant to provide comprehensive support to our executive team, specifically assisting the owner, who serves as an estimator. The successful candidate will manage financial workflows, oversee customer and job data, and handle administrative tasks with efficiency and professionalism. This role requires strong multitasking skills, a proactive approach, comfort with learning new software, and the flexibility to travel with the owner to various work locations and job sites as needed. 

Key Responsibilities:  

• Oversee Accounts Payable (AP) workflows, ensuring timely and accurate vendor payments.  
• Calculate job costs and provide detailed financial breakdowns as needed.  
• Manage Accounts Receivable (AR) workflows, including preparing and sending client invoices.  
• Review employee timecards, cross-referencing with GPS data for accuracy and compliance.  
• Maintain and update data in project management software(s) including customer profiles, job details, and purchase order numbers, etc.. 
• Manage executive email correspondence and calendar, scheduling meetings and prioritizing communications effectively.  
• Accompany the owner, an estimator, to various work locations and job sites as required, with working locations varying based on project needs. 

Qualifications:  

• Proven experience in administrative support, preferably in a financial or operational capacity.  
• Proficiency with financial workflows (AP/AR) and data management tools  
• Comfortable learning new project management software (e.g., HubSpot, Slack, or similar tools), with adaptability to master platforms used by the team.  
• Excellent organizational and time-management skills.  
• Strong attention to detail and problem-solving abilities.  
• Ability to handle sensitive information with discretion.  
• Proficient in email and calendar management tools (e.g., Microsoft Outlook, Google Workspace).  
• Willingness and ability to travel occasionally with the owner to job sites and work locations, with flexibility to adapt to varying schedules and environments. 

Preferred Skills:  

• Familiarity with job costing and employee timecard systems.  
• Experience working with GPS-integrated time tracking software.  
• Prior use of project management or collaboration tools (e.g., HubSpot, Slack, or equivalents). 

Must be willing to undergo background check and drug test top be considered for position.