Executive Assistant

Position OverviewThe Executive Assistant of Cooperative Building Solutions plays a vital role as an administrative professional who provides essential support to ensure the efficient operation of the organization. This role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. The Executive Assistant ensures that daily operations run smoothly and contributes to the overall success of the organization.Essential FunctionsScheduling & Travel ArrangementsMaintain calendars, including scheduling meetings, and appointments, and travel arrangements.Expense Reports: Prepare expense reports and ensure timely reimbursementCommunicationHandle incoming and outgoing communications, including emails, phone calls, and correspondence. Acts as the point of contact among executives, employees, clients and other external partnersDocument PreparationPrepare and edit documents, reports, AIA contracts, and presentations; play a key role in compiling Facility Planning Study reports and presentations, CBS 101, and Bid Result presentationsData Entry: Enter and update data in various systems, databases, and spreadsheets. Includes the creation of job numbers in CMIC, Pipeliner, and BIM.Office Management: Maintain office supplies and manage records. Ensure the office runs efficiently and is well-organized.Event Planning: Coordinate and plan corporate events, meetings, lunches, and assist when needed on conferences. Manage event logistics, including venue selection, catering, and guest lists.Confidentiality: Handle sensitive information with discretion and maintain confidentiality. Ensure all confidential documents are securely stored and managed.Qualifications / CompetenciesBachelor's degree preferred in Business Administration, Communications, or a related field.Excellent time-management and organizational skillsAbility to pay attention to detailCapable of handling multiple tasks simultaneously without compromising quality.Basic understanding of frequently used computer software and programs such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Strong interpersonal skills and the ability to work well with all levels of staff and external clients.Excellent verbal communication skills, with the ability to interact professionally with all levels of staff and external clients.Strong writing skills for drafting emails, reports, and other documents.Ability to build and maintain positive relationships with colleagues, clients, and stakeholders.Strong team player who can work effectively with others.Ability to analyze situations and make informed decisions.Ability to handle confidential information with the utmost discretion and integrity.Willingness to take on new challenges and responsibilities as needed.Ability to adapt to changing priorities and work environments.Position Type/Expected Hours of WorkThis is a full-time, salaried, exempt position. Days and hours of work are typically Monday through Friday, 8:00 a.m. to 5:00 p.m., although hours may vary to support specific needs.TravelInfrequent travel by car is expected for this position.AAP/EEO StatementPARIC is an Equal Opportunity Employer/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability or protected Veteran status.

Created: 2025-02-09