Executive Administrative Assistant

AlffCo, a leading provider of comprehensive facility management solutions across the nation, is committed to delivering innovative and sustainable services that meet the evolving needs of our clients. With a strong client-focused approach, we ensure excellence in every aspect of our operations. As we continue to grow, we are seeking a dynamic and results­ driven professional to join our team as an Executive Administrative Assistant.

We are seeking a skilled Executive Assistant to provide personalized administrative and secretarial support to executives in a well-organized and timely manner. This role involves managing daily tasks, such as acting as a liaison between executives and internal/external clients, handling communications, scheduling meetings, making travel arrangements, and preparing reports and presentations. The ideal candidate will have a strong grasp of office management systems and procedures, exceptional planning and multitasking abilities, and high-level verbal and written communication skills. Discretion and confidentiality are essential, along with the ability to prioritize workloads and maintain an efficient documentation and filing system.

Essential Functions of the Role

• Comprehensive understanding of office management systems, procedures, and protocols.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Familiarity with tools for scheduling, communication, and document management (e.g., Slack, Google Workspace, DocuSign).
• Strong organizational and multitasking abilities with meticulous attention to detail.
• Excellent time management skills, with the ability to prioritize and meet deadlines in a fast-paced environment.

Communication:

• Exceptional verbal and written communication skills in English; additional language skills are a plus.
• Ability to draft professional correspondence, reports, and presentations.

Interpersonal Skills:

• Strong interpersonal skills with the ability to build relationships and work effectively with executives, colleagues, and clients.
• Professional demeanor and the ability to always maintain discretion and confidentiality.

Problem-Solving & Initiative:

• Proactive approach to problem-solving with strong decision-making skills.
• Ability to anticipate needs and take initiative with minimal supervision.

Technical Proficiency:

• Familiarity with CRM software, travel booking platforms, and expense tracking tools is an advantage.
• Comfortable with virtual meeting tools (e.g., Zoom, Microsoft Teams).

Flexibility:

• Ability to adapt to changing priorities and handle unexpected tasks efficiently.
• A willingness to occasionally work outside of standard business hours to meet deadlines or accommodate executive schedules.

Other Responsibilities

• Perform additional duties as assigned
• Adhering to AlffCo values and professionalism
• Weekends/nights may be required

Required Skills and Knowledge

• Administrative Expertise: Strong background in executive-level administrative support with the ability to manage schedules, communications, and documentation effectively.
• Organizational Skills: Exceptional ability to prioritize, multitask, and manage time efficiently in a fast-paced environment.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with tools such as Slack, Google Workspace, and DocuSign. Familiarity with CRM software and virtual meeting platforms (e.g., Zoom, Microsoft Teams) is a plus.
• Communication: Outstanding verbal and written communication skills, with the ability to draft professional correspondence, presentations, and reports.
• Interpersonal Skills: Demonstrated ability to build strong relationships and work collaboratively with executives, clients, and team members.
• Discretion and Confidentiality: Proven track record of handling sensitive information with the highest level of professionalism and confidentiality.
• Problem-Solving Abilities: Proactive approach to challenges with strong decision-making skills and the ability to anticipate needs.
• Flexibility and Adaptability: Comfortable managing changing priorities and handling unexpected tasks, including occasional evening or weekend work.
• Attention to Detail: Strong focus on accuracy and completeness in all aspects of work.
• Professionalism: Maintains a professional demeanor and represents the company's values at all times.

Desired Qualifications

Education: Bachelor's degree in business administration, Communications, or a related field is preferred. 

Experience: 5+ years of experience in executive administrative support or a similar role supporting C-suite executives. Industry Knowledge: Familiarity with facility management, construction, or a related industry is an advantage.

Additional Languages: Proficiency in a second language is a plus.

Project Management: Experience coordinating complex projects or initiatives, with strong task tracking and deadline management skills.

Computer Skills

• Extensive knowledge of database programs, proficient navigation of communication such as basic knowledge of Salesforce and proficient in Microsoft Office applications, Teams, and SharePoint.

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