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Executive Assistant/Office Manager

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GeoStabilization International®

1mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Facilities Management

AI generated summary

  • You need 2+ years supporting C-level executives, strong organizational and communication skills, proficiency in Microsoft Office, and a professional demeanor. Facilities management experience is a plus.
  • You will manage schedules, organize meetings, facilitate communication, handle confidential information, coordinate events, maintain office supplies, and support executives with various administrative tasks.

Requirements

  • 2+ years of experience providing direct administrative support to 2 or more C-level executives
  • Exceptional organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite and calendar management software.
  • High level of discretion and ability to handle confidential information with utmost sensitivity.
  • Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
  • Professional and polished demeanor with excellent interpersonal skills.
  • 1+ years of facilities management preferred.
  • Bachelor's degree preferred, but not required or related work experience.

Responsibilities

  • Take the initiative to anticipate and resolve scheduling conflicts and prioritize appointments, ensuring the executives' time is optimized.
  • Strategically plan and organize internal and external meetings, anticipating potential issues and providing innovative solutions.
  • Proactively engage with internal and external stakeholders to facilitate clear and timely communication, making decisions on behalf of the executives when necessary.
  • Utilize critical thinking skills to organize and manage sensitive and confidential information, identifying insights and trends when handling reports and financial documents.
  • Contribute to strategic projects by proactively researching, analyzing data, and providing insights and recommendations to the executive team.
  • Apply critical thinking to screen and filter phone calls, emails, and requests, addressing routine matters independently and escalating urgent issues promptly.
  • Proactively identify challenges and roadblocks that may hinder the executives' progress, offering creative solutions to overcome them.
  • Act as the main contact person for the Headquarters location regarding problems, repairs, improvements and the distribution of building events and notices to employees.
  • Maintain inventory of office and kitchen supplies and replenish when needed.
  • Coordinate with People’s Team to organize company events, activities, and team building for employees.
  • Coordinate with IT for the setup of office and desk space for office employees and other visitors.
  • Greet guests, distribute mail, maintain conference rooms for office employees and their guests.
  • Log in visitors and program employee’s badges in security system.
  • Replenish the refrigerator with water and soft drinks daily.
  • Responsible for front office deliveries with FedEx and UPS.
  • Perform special projects as assigned.
  • Assist with ad hoc admin requests.

FAQs

What are the main responsibilities of the Executive Assistant/Office Manager?

The main responsibilities include managing executive schedules, organizing meetings, facilitating communication with stakeholders, handling confidential information, contributing to strategic projects, maintaining office supplies, coordinating company events, and managing front office tasks.

What qualifications are required for this position?

A minimum of 2+ years of experience providing administrative support to C-level executives, exceptional organizational and time-management skills, excellent communication abilities, proficiency in Microsoft Office Suite, a high level of discretion, and the ability to work independently in a fast-paced environment are required.

Is facilities management experience required?

Facilities management experience is preferred, but not required.

What is the preferred educational background for this role?

A bachelor's degree is preferred but not required; relevant work experience is also considered.

What skills are emphasized in the job description?

Exceptional organizational and time-management skills, excellent written and verbal communication skills, professional and polished demeanor, and high discretion when handling sensitive information are emphasized.

How does GeoStabilization International view diversity in the workplace?

GeoStabilization International is an equal opportunity employer, ensuring that qualified applicants receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or other protected statuses.

What tools will I need to use in this role?

Proficiency in Microsoft Office Suite and calendar management software will be required to perform the tasks effectively.

What type of environment will I be working in?

You will be working in a fast-paced environment, where the ability to prioritize tasks and meet deadlines is essential.

What type of company events will I help organize?

You will coordinate various company events, activities, and team-building exercises for employees in collaboration with the People’s Team.

Will I be required to handle sensitive information?

Yes, the role requires a high level of discretion and the ability to handle confidential information with utmost sensitivity.

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GeoStabilization International®

Geohazard mitigation experts specializing in emergency landslide repairs and rockfall mitigation.

Real Estate
Industry
501-1000
Employees
2002
Founded Year

Mission & Purpose

Our passion is to develop and install innovative solutions that protect people and infrastructure from the dangers of geohazards. Founded in 2002, GeoStabilization International® has combined the most experienced and responsive geohazard mitigation professionals in North America. GeoStabilization specializes in design/build/warranty landslide repair, rockfall mitigation, excavation shoring, grouting, and GRS-IBS abutment construction. With over 4800 completed geohazard repairs in the last 19 years, our combined experience and nationwide emergency response capability are unmatched. GeoStabilization provides geohazard mitigation services across North America, Canada, and Australasia.