EXECUTIVE ASSISTANT - American Builders Supply Inc

We are looking for an Executive Assistant in our Sanford, FL office to perform a variety of administrative tasks and support our company’s senior-level managers.

Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Objectives of this role

· Primarily support the President, Senior VP of Operations, and Senior VP of Sales and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently

· Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows

· Manage communication with employees by liaising with internal and external executives on various projects and tasks

· Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Responsibilities

· Make sure the corporate conference room has an ample supply of materials and refreshments for company and customer meetings.

· Coordinate scheduling of conference room as well as “temporary” offices within the corporate office.

· Act as an office manager by keeping up with office supply inventory

· Monitor executive emails and document requests on behalf of the executives.

· Establish yearly hotel programs and rates for our various locations.

· Update and distribute yearly tracking calendars for leadership team to then distribute to their employees for tracking absences, tardiness and other performance related details.

· Manage professional and personal scheduling for the President, Senior VP of Operations, and Senior VP of Sales, including agendas, mail, email, phone calls, client management, and other company logistics.

· Review sales contracts and other contracts and be primary liaison to the necessary resources to complete contract review and finalization in a timely manner.

· Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives

· Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals. Complete expense reports as required. Be primary resource for companywide meetings and year end party preparation via hotel arrangements, meal choices, seating assignments, thank you cards, etc.

· Be note taker in executive meetings and distribute meeting minutes and required follow-up in a timely manner to all attendees and others as appropriate.

· Provide administrative and office support, such as typing, dictation, spreadsheet creation, PowerPoint creation, faxing, and maintenance of filing system and contacts database.

· Maintain professionalism and strict confidentiality with all materials.

· Organize team communications and plan events, both internal and off-site

Required skills and qualifications

· Bachelor’s degree or equivalent experience.

· Four or more years of experience in an administrative role reporting directly to upper management

· Excellent written and verbal communication skills

· Strong time-management skills and an ability to organize and coordinate multiple concurrent projects

· Very strong interpersonal skills and the ability to build relationships with key stakeholders

· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms and an aptitude for learning new software and systems

· Flexible team player, willing to adapt to changes and unafraid of challenges

· Ability to maintain confidentiality of information related to the company and its employees,

Preferred skills and qualifications

· Prior contract management and review experience

· Experience in overseeing budgets and expenses

· Experience in developing internal processes and filing systems

· Experience in travel and meeting planning.

· Health Care Benefits

· 401k

· Paid Time Off

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

American Builders Supply is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, national origin, creed, disability, marital status, sexual orientation, or political affiliation.