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Administrative Executive Assistant

Winter Park, FL
 

Job Summary:

Tower Systems, Inc. is seeking a confidential, positive, detail-oriented, and responsive individual for our Administrative Executive Assistant position. This position will perform administrative tasks and services to support effective and efficient operations of a multistate company reception out of our Southeast Division Headquarters in Winter Park FL.

To excel in this role, you should be hands-on, organized, strategic, focused, and demonstrate good communication skills, both written and verbal. The ability to deliver excellent customer service, be outcome-oriented, work in a fast-paced environment, learn new systems and procedures, be highly organized, and demonstrate strong attention to detail is essential and imperative for this position.

The position is full-time Monday through Friday from 8:00 a.m. until 5:00 p.m. with 1hr lunch and may require some occasional overtime.

ESSENTIAL DUTIES AND RESPONSIBILITIES -

· Office receptionist answer and direct multi-line phone system, directing callers to the appropriate party.

· Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters, preparing business correspondence, and filling.

· Assisting management by scheduling and coordinating meetings, interviews, onboarding, special events, and other similar activities, as requested.

· Update payables, company invoices, visa, and job schedule reports weekly.

· Performing minor accounting duties, issues, and deposit company checks and logs.

· Assist in completing construction permit applications and follow-up.

· Assist construction managers and contractors with the building plan application process and assist with county licensing registration.

· Retrieve, schedule, and assign all permit inspection requests from automated inspection line to inspectors, post following day’s permit inspection notices.

· Aid crew and field members as needed with the operation, shipping, and receipts.

· Maintain time off calendar within outlook for field staff and update schedule.

· Provides backup coverage for vacations.

· Maintain phone contact lists.

· Book travel arrangements.

· Provide general support to visitors.

· Act as the point of contact for internal and external clients.

  • Other duties as assigned.

MINIMUM QUALIFICATIONS AND EXPERIENCE -

  • Highly detail-oriented, able to use good judgment, and maintain a high level of confidentiality and sensitivity.
  • Excellent interpersonal and communication skills, both written and verbal
  • Ability to prioritize, multi-task, and meet communicated internal and external client deadlines.
  • Intermediate/Advanced MS Office Suite user - 2010 or above (Word, Excel, Publisher, and Outlook)
  • Demonstrated organizational and follow-up skills.
  • Demonstrated ability to provide excellent customer service.
  • Able to work independently and with minimal supervision to complete tasks.
  • Self-disciplined, organized, and able to effectively coordinate and collaborate with team members.
  • Analytical and strategic thought process to proactively communicate and escalate ideas, suggestions, and protentional problems and/or conflicts of interest to the leadership team.

Education:

  • AA/AS degree, business, or related field strongly preferred.
  • Familiar with MS Office - specifically Excel, Word, and Outlook.

Benefits:

  • 401(k) matching
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Tuition reimbursement

Job Type: Full-time

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Administrative Executive Assistant