Executive Admin Assistant

Location: Salt Lake City, Utah 84111

Position Summary

The ideal candidate will provide top-level assistance to the high-level chief operating officer. They should be well organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with necessary meeting preparations. 

Essential Responsibilities

• Track and manage upcoming project schedules and deadlines 

• Screen incoming emails for executives (flag critical or time sensitive emails). 

• Archive processed/old emails. 

• Manage calendar including meetings and project deadlines for team. 

• Able to greet clients and vendors. 

• Coordinate team meetings (Schedule with team, locate meeting room, prepare agenda, ensure people are prepared for assignments). 

• Prepare project proposals. 

• Document employee mileage. 

• Preparing executives meeting info. 

• Track professional development hours of engineering. 

• Data entry for project management. 

• Help obtain contract documents from clients. 

• Data entry for project profitability analysis. 

• Preliminary review of product submittals. 

• Preliminary project quality control review. 

• Formatting and preliminary editing of specifications. 

• Prepare monthly expense reports. 

• Monthly billing report. 

• Provide support to the team by helping in various office responsibilities as needed. 

Qualifications

• Bachelor's degree or equivalent experience 

• Proficient in Microsoft Office suite 

• Experience in managing multiple priorities, administrative coordination, and logistics 

• Well-organized, detail-oriented, ability to multi-task with excellent follow-up skills 

• Strong written and verbal communication skills 

Preferred Experience

Experience with one or more of the following is preferred:

• Basic Microsoft Office or 365 a must. 

• A/E/C Industry Experience. 

• Any type of team experience or handling team tasks. 

• Data entry.  

• Project Management. 

• Easily learns new software. 

• Contract Document Maintenance 

• Billing. 

• Formatting documents. 

• Previous experience in managing a team. 

• MS project or Smartsheet. 

Desired Characteristics

• Ability to handle multiple tasks or multitask oriented. 

• Excellent communication skills.

• Deadline driven. 

Work Environment and Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.

• Extended hours and weekend work are sometimes required to meet deadlines.

Industry: Administrative

Employment Type: Full-time

Location: Salt Lake City

Experience Level: Mid