<p>We are looking for an Administrative Assistant to join our team in Rochester, New York. This role is essential in supporting our tax managers and processors, ensuring seamless operations during tax preparation and assisting with office administrative tasks. If you have experience in administrative support within services requiring precision and thrive in a fast-paced environment, we encourage you to apply.</p><p><br></p><p>Responsibilities:</p><p>• Provide administrative support to tax managers and processors, facilitating efficient workflows.</p><p>• Input tax projects into the system, coordinating with operations teams and tax preparers to ensure timely completion.</p><p>• Distribute due date reports to tax processors and ensure deadlines are met.</p><p>• Communicate with clients to gather necessary tax information and provide updates as required.</p><p>• Assist the Office Manager with tasks such as corporate event planning, maintaining office supplies, and managing miscellaneous duties.</p><p>• Organize and maintain filing systems to ensure accurate record-keeping.</p><p>• Participate in extended hours during the busy tax season, including occasional Saturday shifts.</p><p>• Support smooth office operations during summer hours by adapting to reduced schedules while maintaining productivity.</p>
We are looking for a Contract Administrative Assistant to join our team in a fully remote capacity. This contract position offers an exciting opportunity to support program operations and event coordination for a mission-driven organization. If you are organized, tech-savvy, and passionate about delivering excellence in administrative support, we encourage you to apply.<br><br>Responsibilities:<br>• Coordinate program schedules, meetings, and events, ensuring seamless execution.<br>• Develop and manage workflows and organizational systems to optimize program efficiency.<br>• Serve as the main point of contact for communications with program participants and partners, maintaining professionalism and timely responses.<br>• Provide technical support for virtual events, including Zoom setup, troubleshooting, and live assistance.<br>• Collaborate with the Communications Manager to enhance program outreach and marketing efforts.<br>• Collect and analyze feedback and evaluation data to improve program outcomes.<br>• Participate in weekly virtual meetings to stay aligned with team goals and program updates.<br>• Schedule and organize guest appearances, instructor sessions, and other program-related activities.<br>• Ensure smooth coordination with external parties to support program objectives.
<p><strong>Your Opportunity to Shine in a Leadership Role at a Thriving, Family-Owned Company!</strong></p><p>Are you an experienced administrative professional looking for a dynamic role where you can make a significant impact? We are partnering with a well-established company in the Davenport area that is fueled by collaboration, innovation, and success! We’re on the hunt for a proactive and organized <strong>Executive Assistant</strong> to directly support our <strong>President </strong>so they can focus on driving the business forward.</p><p>As an integral member of our team, you’ll enjoy a <strong>collaborative, close-knit work environment</strong> where ideas and solutions flow freely. We also know the value of connecting outside the office—join us for <strong>annual company events, team-building activities, and celebrations</strong> that help you feel at home while developing rewarding relationships across the organization.</p><p><br></p><p><strong>Why You’ll Love It Here:</strong></p><ul><li><strong>Family-Owned Legacy:</strong> Be part of a company that has deep roots in the community and values integrity, tradition, and results.</li><li><strong>Collaborative and Supportive Team:</strong> Work alongside talented professionals in an energetic, fast-paced office. </li><li><strong>Company Activities:</strong> From community involvement to celebrating milestones, this company is not shy about appreciating their employees.</li><li><strong>Opportunities for Impact:</strong> Assist the President directly and play a key role in organizational decision-making and outcomes.</li></ul><p><strong>Responsibilities:</strong></p><p>In this role, you’ll act as an extension of the President and help drive productivity by managing schedules, tasks, communication, and relationships. Key duties include:</p><ul><li>Proactively managing the President’s calendar, meetings, travel, and events.</li><li>Organizing digital files and tracking tasks, action items, and priorities so nothing slips through the cracks.</li><li>Drafting, editing, and sending professional communications on behalf of the President.</li><li>Helping maintain key relationships across the company by tracking and recognizing milestones such as birthdays and work anniversaries.</li><li>Coordinating internal and company-wide meetings and events, including preparing agendas, tracking follow-ups, and managing logistics.</li><li>Utilizing productivity tools like Google Workspace, AI assistants, and workflow automation to drive efficiencies.</li></ul><p><br></p>
<p>A growing manufacturing company is seeking an Administrative Assistant to provide vital support to plant operations. This role is heavily focused on order entry, work order management, and reporting, in addition to broader administrative tasks that keep the plant running smoothly. Success in this position requires accuracy, attention to detail, strong organizational skills, and effective communication.</p><p><br></p><p><strong>Key Responsibilities</strong></p><ul><li>Perform accurate order entry by creating sales orders in the ERP system from customer purchase orders.</li><li>Generate work orders from existing quotes and print associated tags or labels.</li><li>Prepare and compile weekly reports using Microsoft Excel, including exporting and analyzing data.</li><li>Enter and reconcile daily production labor reports.</li><li>Maintain customer and vendor information.</li><li>Assist with timekeeping verification and labor tracking.</li><li>Provide administrative support for company events, training sessions, and audits.</li><li>Prepare correspondence, reports, and meeting documentation.</li><li>Maintain inventory and purchase office/non-operating supplies.</li><li>Coordinate with Shipping/Receiving and Accounting to ensure accurate receipt of purchased items in the ERP system.</li><li>Greet visitors, customers, and vendors entering the facility.</li><li>Answer and forward incoming calls as needed.</li><li>Provide backup support for other administrative staff as necessary.</li><li>Maintain records in compliance with company procedures.</li></ul><p>For immediate consideration, apply now or contact Bryan Rushing with Robert Half in Birmingham on LinkedIn.</p>
We are looking for a detail-oriented Administrative Assistant to support daily operations and ensure seamless workflow within our organization. This role is ideal for someone with healthcare experience who thrives in a fast-paced environment and can manage multiple tasks efficiently. Your contributions will play a vital role in maintaining organization and supporting business growth.<br><br>Responsibilities:<br>• Manage inbound and outbound calls with professionalism and efficiency.<br>• Coordinate schedules and appointments using calendar management tools.<br>• Perform data entry and maintain accurate records of administrative tasks.<br>• Handle email correspondence and respond promptly to inquiries.<br>• Assist with ordering office supplies and maintaining inventory.<br>• Provide receptionist support by greeting visitors and managing front desk duties.<br>• Scan and organize documents for easy access and record-keeping.<br>• Support business development efforts by preparing materials and coordinating meetings.<br>• Maintain basic office functions, ensuring a well-organized and productive environment.<br>• Collaborate with team members to streamline administrative processes.
<p>A private equity firm in Brentwood is hiring an Executive Assistant to support two executives. This role involves a mix of executive administrative and personal assistant tasks, requiring discretion and efficiency. Responsibilities include managing a complex calendar, scheduling meetings, coordinating domestic and international travel, preparing meeting materials, and acting as a gatekeeper for communication between internal teams and external stakeholders. Other duties include handling sensitive correspondence, expense reports, vendor communications, and general office management, as well as personal assistant tasks such as running errands, coordinating appointments, event planning, or occasional family-related logistics.</p><p><br></p><p>The ideal candidate has 4-5 years of relevant experience, preferably in private equity or a fast-paced professional services environment and holds a bachelor’s degree. Strong organizational, communication, and multitasking skills are essential, as is proficiency in Microsoft Office Suite. This role is fully onsite in Brentwood, with flexibility for occasional overtime or after-hours work. Pay is $90-100k.</p>
We are looking for a dedicated Administrative Assistant to provide high-level support to the President of our organization in Milwaukee, Wisconsin. This position is ideal for an individual who excels in managing multiple priorities, demonstrates exceptional organizational skills, and maintains professionalism in all interactions. You will play a pivotal role in ensuring efficient day-to-day operations and fostering effective communication with staff, board members, and external partners.<br><br>Responsibilities:<br>• Manage the President’s calendar by scheduling appointments, organizing meetings, and coordinating logistics.<br>• Draft, review, and distribute thank-you letters, invitations, and other correspondence.<br>• Facilitate seamless communication with board members and external stakeholders by preparing and sending communications.<br>• Support the Board of Directors by organizing meeting schedules, preparing materials, and handling follow-up tasks.<br>• Maintain confidentiality while managing sensitive information with professionalism.<br>• Provide comprehensive administrative support, including the creation of documents, reports, and presentations.<br>• Assist with special projects and initiatives as assigned by leadership.<br>• Utilize foundation software such as Raiser’s Edge to enhance donor and board engagement (preferred).
We are looking for a highly organized and proactive Executive Assistant to support senior leadership in a dynamic financial services environment. Based in Minneapolis, Minnesota, this role involves managing critical administrative tasks and providing seamless executive-level support. This is a long-term contract position, offering the opportunity to work closely with top executives and contribute to strategic operations.<br><br>Responsibilities:<br>• Manage and optimize executives’ calendars, ensuring all appointments, meetings, and events are scheduled efficiently.<br>• Coordinate complex travel arrangements, including booking flights, accommodations, and transportation.<br>• Prepare detailed itineraries and ensure all travel logistics are handled with precision.<br>• Organize executive meetings, including preparing agendas, taking minutes, and following up on action items.<br>• Handle expense reporting and reimbursement processes through the Concur platform.<br>• Serve as a reliable point of contact between executives and internal/external stakeholders.<br>• Assist in drafting and editing correspondence, presentations, and other carefully prepared documents.<br>• Maintain confidentiality while managing sensitive information related to executive operations.<br>• Proactively identify opportunities to streamline administrative processes and improve efficiency.<br>• Support additional administrative duties as needed to ensure the smooth functioning of executive operations.
We are looking for a dedicated Administrative Assistant to join our team in Portland, Maine. This position is a long-term contract opportunity ideal for someone eager to grow and develop their skills in a dynamic, smaller office environment. The role requires flexibility, adaptability, and a commitment to delivering exceptional administrative support.<br><br>Responsibilities:<br>• Manage inbound phone calls and provide attentive assistance to clients and colleagues.<br>• Deliver excellent customer service by responding to inquiries and resolving issues promptly.<br>• Perform accurate data entry tasks to maintain organized and up-to-date records.<br>• Assist in daily office operations and ensure smooth workflows.<br>• Prioritize and adjust tasks as needed throughout the day to meet deadlines.<br>• Collaborate with team members to support various business functions.<br>• Maintain a welcoming reception area and greet visitors with courtesy and professionalism.<br>• Take initiative to learn and cross-train on multiple aspects of the office processes.<br>• Uphold confidentiality and handle sensitive information with care.<br>• Ensure compliance with office policies and procedures at all times.
We are looking for an experienced Administrative Assistant to join our team on a contract basis in Clearwater, Minnesota. This role involves supporting subcontractor onboarding processes and ensuring compliance with insurance requirements for construction projects. If you have a strong background in administrative tasks within the construction industry and a keen eye for detail, we encourage you to apply.<br><br>Responsibilities:<br>• Facilitate the onboarding process for subcontractors, ensuring all necessary documentation and requirements are met.<br>• Verify subcontractor insurance policies to confirm adequate coverage for construction projects.<br>• Collaborate with insurance agents to resolve any discrepancies or obtain missing information.<br>• Maintain accurate records of subcontractor compliance and insurance documentation.<br>• Support administrative tasks related to construction project operations.<br>• Communicate effectively with subcontractors regarding compliance guidelines and requirements.<br>• Monitor and track insurance renewals to ensure continuous coverage.<br>• Assist in preparing and reviewing subcontractor proposals.<br>• Provide general administrative support to the team as needed.<br>• Ensure all processes align with company standards and industry regulations.
We are looking for an experienced Administrative Assistant to support the Chief of Police and Commanders in Marina, California. This long-term contract position offers an opportunity to contribute to essential administrative functions within a detail-oriented office environment. Ideal candidates will possess excellent organizational skills and a proactive mindset to effectively manage tasks and responsibilities.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to the Chief of Police and two Commanders.<br>• Manage invoices efficiently, ensuring accuracy and timely processing.<br>• Perform data entry and maintain accurate records for various office tasks.<br>• Organize and file documents systematically to facilitate easy retrieval.<br>• Take detailed notes during meetings and prepare summaries or reports.<br>• Handle inbound calls with professionalism, addressing inquiries and redirecting as necessary.<br>• Utilize Microsoft Office tools to create and edit documents, spreadsheets, and presentations.<br>• Learn and use New World Systems software for invoice management and other administrative tasks.<br>• Collaborate with the team to ensure smooth day-to-day operations.<br>• Demonstrate initiative by identifying and addressing areas for process improvement.
<p>We are seeking a detail-oriented and organized Administrative Assistant to join our team in Williamsport, PA. The ideal candidate will have a strong background in customer service and excellent communication skills. This role is perfect for someone who enjoys supporting others, managing multiple tasks, and ensuring a smooth day-to-day office operation.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Greet and assist clients, visitors, and staff in a professional and friendly manner</li><li>Answer and direct phone calls, emails, and inquiries</li><li>Maintain organized records, files, and databases</li><li>Schedule appointments, meetings, and manage calendars</li><li>Assist with data entry, document preparation, and correspondence</li><li>Support management and other departments with administrative tasks</li><li>Handle customer questions and concerns promptly and courteously</li></ul><p><br></p>
We are looking for an experienced and adaptable Executive Assistant to support a high-profile executive in Dallas, Texas. This unique role combines personal assistant duties with office management responsibilities, requiring exceptional organizational skills, discretion, and the ability to thrive in a fast-paced environment. The ideal candidate will provide seamless support while managing dynamic schedules, travel arrangements, and internal corporate events.<br><br>Responsibilities:<br>• Manage complex calendars, appointments, and reservations, ensuring seamless coordination for both personal and work-related commitments.<br>• Arrange and oversee travel logistics, meetings, and social engagements for the executive.<br>• Draft, proofread, and distribute correspondence, invitations, and other communications with attention to detail.<br>• Handle season tickets and passes for cultural, sports, and arts events, ensuring timely distribution.<br>• Respond promptly to calls, texts, and requests, offering real-time support with a high level of discretion.<br>• Plan and organize social engagements, community appearances, and special events with meticulous attention to detail.<br>• Execute errands, purchases, and personal logistics to support the executive's needs.<br>• Coordinate internal lunches, dinners, staff events, and celebrations, ensuring smooth execution.<br>• Manage office supplies procurement, employee appreciation gifts, and vendor relationships.<br>• Maintain a welcoming and organized office environment while partnering on special projects and initiatives.
We are looking for a motivated and detail-oriented Executive Assistant to provide administrative support to a senior leader at Grace Church. This role requires exceptional organizational skills, the ability to manage multiple priorities, and a proactive approach to problem-solving. As a Contract position with the potential for long-term growth within the organization, this opportunity offers stability and career development.<br><br>Responsibilities:<br>• Manage and maintain the executive's calendar, ensuring all appointments, meetings, and commitments are scheduled efficiently.<br>• Coordinate travel arrangements, including booking flights, accommodations, and transportation for both business and personal needs.<br>• Facilitate meetings by preparing materials, taking notes, and ensuring all logistics are handled seamlessly.<br>• Review and edit documents for accuracy and completeness before submission or distribution.<br>• Assist with project management tasks, ensuring deadlines are met and progress is tracked effectively.<br>• Communicate reminders and updates to the executive regarding upcoming meetings, deadlines, and priorities.<br>• Act as a point of contact, handling correspondence and inquiries with professionalism.<br>• Provide support in organizing and managing files, both digital and physical, to maintain accessibility.<br>• Ensure smooth transitions between appointments and meetings, including signaling when it is time to conclude calls or discussions.<br>• Contribute to the overall efficiency of the team by identifying opportunities for process improvement.
<p>Robert Half is partnering with a financial services firm in the recruiting for a Client Service Assistant t to join their team. This is a mix of administrative support, sales assistance, and some business development duties to help drive growth within our organization assisting the Relationship Managers and Business Development Managers. This position is ideal for a proactive individual who thrives in fast-paced environments and is eager to make a significant impact.</p><p><br></p><p>This is a permanent placement opportunity offering full benefits package, generous time off, annual bonus eligibility and 401k matching.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><p><br></p><p>Administrative Support:</p><ul><li>Provide comprehensive administrative assistance to the sales and business development teams, including calendar management, scheduling meetings, and handling inbound calls.</li><li>Prepare presentations, financial documents, and reports using MS Office tools and CRM platforms.</li><li>Ensure the accurate and timely completion of client onboarding processes and maintain meticulous records of customer interactions.</li></ul><p>Sales Assistance:</p><ul><li>Assist the sales team with lead generation efforts by researching prospective clients and preparing briefing documents.</li><li>Manage CRM systems for tracking and updating client data, ensuring accuracy at all levels.</li><li>Support client inquiries and provide follow-up to ensure seamless communication between clients and internal departments.</li></ul>
<p>A fast-growing start-up in Santa Monica is hiring an Executive Assistant on a contract basis, with the potential for the position to transition to a contract-to-hire role. The role requires an onsite presence, where the chosen candidate will support several executives by managing administrative tasks, ensuring efficiency in the day-to-day operations, and handling high-priority responsibilities with professionalism and discretion.</p><p> </p><p><strong>Key Roles and Responsibilities:</strong></p><ul><li>Manage executives' calendars, including scheduling meetings, appointments, and travel arrangements to optimize their time and ensure smooth workflows.</li><li>Prepare and manage expense reports, meeting materials, and correspondence on behalf of the executives, maintaining a high level of accuracy and confidentiality.</li><li>Act as a liaison between executives and both internal teams and external stakeholders, ensuring timely and clear communication.</li><li>Anticipate the needs of executives by identifying ways to improve efficiency, streamline workflows, and proactively manage challenges before they arise.</li></ul><p>The ideal candidate will have 4+ years of Executive Assistant experience, ideally in a fast-paced or high-growth environment. Proficiency with tools such as Google Workspace, Slack, and Zoom is required. A bachelor’s degree is preferred but not mandatory for candidates with strong organizational skills and demonstrated expertise in supporting high-level executives. This onsite role that can pay $80-90k once permanent. </p>
<p>We are seeking a proactive and highly organized Executive Assistant to provide critical support to the leadership and finance team at an investment firm located in Santa Monica. This role offers a blend of administrative and operational responsibilities, including managing confidential financial documentation, coordinating travel logistics, and handling expense reporting tasks. The ideal candidate will be detail-oriented, adaptable, and capable of managing multiple priorities while maintaining discretion with sensitive information. As the Executive Assistant, you will support the CFO and provide backup support to a few other executives. This is a direct hire position and you will work onsite daily. Salary range is $75k-$100k. Our client offers fantastic benefits such as free daily lunches and 100% of health benefits paid. </p><p> </p><p><strong>Key Responsibilities:</strong></p><ul><li>Deliver comprehensive administrative and operational support to senior management, including calendar management, travel coordination, and expense reporting.</li><li>Facilitate the preparation and organization of financial documents and records, such as tax forms and statements.</li><li>Assist in formatting documents, preparing presentations, and completing light reporting tasks to support team operations.</li><li>Provide occasional administrative assistance to additional team members as needed, including project coordination and reconciliations.</li><li>Safeguard confidentiality when working with sensitive documents and financial materials.</li></ul><p><strong>Preferred Background:</strong></p><ul><li>Bachelor’s degree in a related field or equivalent work experience.</li><li>Minimum of 2+ years of experience providing administrative support, preferably to senior leadership or within a financial or professional services setting.</li><li>Familiarity with coordinating travel, processing expenses, and managing calendars is a strong plus.</li><li>Basic understanding of financial documentation, statements, or accounting practices is beneficial.</li></ul><p><br></p>
We are looking for a proactive Administrative Assistant to join our team in Hammonton, New Jersey. This is a long-term contract position offering an excellent opportunity to contribute to daily operations and support business leaders. The ideal candidate will demonstrate strong organizational skills and proficiency with Microsoft Office applications while excelling in a fast-paced environment.<br><br>Responsibilities:<br>• Manage inbound and outbound calls, ensuring clear communication and prompt resolution of inquiries.<br>• Provide exceptional customer service by addressing client needs and resolving issues efficiently.<br>• Perform accurate data entry tasks to maintain organized and up-to-date records.<br>• Handle email correspondence, including drafting, responding, and forwarding communications as needed.<br>• Schedule and coordinate appointments to support business operations and leadership activities.<br>• Utilize Microsoft Excel to create spreadsheets, track data, and generate reports.<br>• Prepare presentations and documents using Microsoft PowerPoint and Microsoft Word.<br>• Maintain calendars and assist in organizing meetings for team members and executives.<br>• Support administrative tasks such as filing, scanning, and document management.<br>• Collaborate with internal teams to streamline processes and enhance workflow efficiency.
We are looking for a detail-oriented Administrative Assistant to join our team on a contract basis in Everett, Washington. In this role, you will support various administrative functions and assist in streamlining operations within a dynamic construction environment. This position offers an opportunity to collaborate with key team members while contributing to the company's overall success.<br><br>Responsibilities:<br>• Facilitate administrative tasks, including scheduling appointments and managing permitting processes.<br>• Assist in the transition from NetSuite to QuickBooks, leveraging prior experience with QuickBooks when applicable.<br>• Work closely with the owner, bookkeeper, and remote scheduling/permitting coordinator to ensure seamless communication and task execution.<br>• Organize and maintain records, files, and documentation to support efficient operations.<br>• Provide general office support, including email correspondence, data entry, and inventory management.<br>• Address inquiries and resolve administrative issues promptly and professionally.<br>• Coordinate and oversee daily office activities to ensure smooth workflow.<br>• Generate reports and summaries to aid in decision-making processes.<br>• Participate in team meetings and contribute to improving administrative systems and procedures.
We are looking for an experienced Senior Administrative Assistant to join our team in Denver, Colorado. In this long-term contract position, you will play a vital role in supporting executive leadership and ensuring the smooth operation of office activities. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities effectively.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to executive leadership, including managing calendars, handling calls, coordinating meetings, arranging travel, preparing expense reports, and handling document preparation.<br>• Organize all office meetings by scheduling conference rooms, arranging catering, and coordinating audio-visual requirements.<br>• Set up and manage teleconferencing and video conferencing platforms such as WebEx and Microsoft Teams.<br>• Compile, organize, and maintain confidential executive and board materials, ensuring accuracy and accessibility.<br>• Maintain and store documents on platforms like Diligent and internal shared drives, ensuring proper document retention and organization.<br>• Process invoices and expenses for the executive office and board members using Oracle systems.<br>• Manage office supply inventory, handle incoming and outgoing mail, and oversee package delivery logistics.<br>• Assist in planning and executing office events, including venue research, menu development, travel logistics, and on-site support.<br>• Coordinate with vendors for contracts, event setups, and budget tracking, ensuring seamless event execution.<br>• Support special projects, initiatives, and other ad-hoc tasks as needed.
We are looking for a dynamic and highly skilled Executive Assistant to provide dedicated support to a strategic executive leader within the manufacturing industry. This position requires fluency in both Japanese and English, exceptional organizational capabilities, and the ability to thrive in a fast-paced environment. As a Contract-to-long-term role, it offers the opportunity to transition into a lasting position based on performance.<br><br>Responsibilities:<br>• Manage the executive's complex schedule, including coordinating meetings, prioritizing tasks, and arranging travel plans.<br>• Attend meetings, document minutes, and ensure timely follow-up on assigned action items.<br>• Handle sensitive and confidential information with the highest level of discretion.<br>• Prepare, edit, and proofread correspondence, presentations, and reports in both Japanese and English.<br>• Facilitate effective communication between the executive, internal departments, external partners, and clients.<br>• Assist in planning, executing, and monitoring strategic initiatives and cross-functional projects.<br>• Coordinate deliverables, prepare progress updates, and present reports to stakeholders.<br>• Develop and maintain an organized filing system for electronic and physical documents, ensuring accessibility and accuracy.<br>• Translate, proofread, and format documents in Japanese and English as required.<br>• Oversee office operations, manage supplies, and coordinate events to support team-building efforts.
<p>Our client in Toledo is seeking a dynamic and detail-oriented <strong>Executive Assistant</strong> to join their team. This role includes executive-level administrative responsibilities, such as managing the President and CEO’s calendar, coordinating board meetings, preparing meeting materials, and handling office operations and supplies. This dual role requires excellent organizational, interpersonal, and administrative skills to ensure seamless HR processes and executive support.</p>
<p>We are looking for a skilled and proactive Senior Executive Assistant to provide high-level administrative support in a dynamic manufacturing environment. This long-term contract, potentially contract to hire position involves coordinating complex schedules, managing travel logistics, and assisting with executive-level operations. The ideal candidate will thrive in a fast-paced setting while independently handling detailed administrative tasks.</p><p><br></p><p>Responsibilities:</p><p>• Organize and manage complex schedules, coordinating meetings and ensuring timely communication.</p><p>• Plan and arrange domestic and international travel, including itineraries and accommodations.</p><p>• Prepare and process expense reports using systems such as Concur.</p><p>• Utilize SharePoint and Microsoft Outlook to maintain records and manage executive communications.</p><p>• Support executive meetings by preparing agendas and ensuring all logistics are in place.</p><p>• Provide guidance and training to less experienced administrative staff as needed.</p><p>• Collect and organize data for accurate entry into company systems and databases.</p><p>• Address administrative or technical support issues with minimal supervision, escalating only highly complex matters.</p><p>• Ensure confidentiality and professionalism in all interactions with executives and stakeholders.</p>
<p>Join a well-established, growing <strong>construction and marine development company</strong> with over 50 years of industry expertise. Specializing in marine development, land acquisition, real estate development, and property management, this organization offers an excellent opportunity for an experienced administrative professional to become a key member of their small, collaborative team. The company values long-term commitment and provides training on industry-specific processes and projects.</p><p><strong>Position Overview:</strong></p><p>We are seeking a professional and detail-oriented <strong>Construction Administrative Assistant</strong> to support the daily operations of a dynamic and multi-faceted business. In this role, you will handle administrative tasks such as typing invoices, drafting agreements, revising important documents, organizing QuickBooks entries, and supporting meetings with architects, engineers, and attorneys. Flexibility, strong communication skills, and the ability to thrive in a fast-paced environment are essential.</p><p><strong>Key Responsibilities:</strong></p><ul><li>Draft, revise, and finalize documents, including invoices, agreements, and other paperwork.</li><li>Maintain and update records in <strong>QuickBooks</strong> to ensure organized and accurate financial tracking.</li><li>Act as the <strong>first point of contact</strong> for the business, managing phone communications with professionalism and confidence.</li><li>Organize and manage day-to-day office operations, including scheduling, email correspondence, and file management.</li><li>Participate in meetings to familiarize yourself with various in-progress projects and assist in administrative follow-up.</li><li>Collaborate with the company’s leadership, including the owner, president, and external CPA firm who oversee bookkeeping.</li><li>Wear multiple hats within the organization, taking on diverse responsibilities as needed.</li></ul><p><strong>Top Qualifications and Skills – Must-Haves:</strong></p><ol><li>Strong communication skills, particularly professional and confident phone etiquette.</li><li><strong>Office experience in a fast-paced, high-pressure environment</strong>; ability to prioritize and pivot effectively under pressure.</li><li>Proficiency in <strong>Microsoft Office Suite</strong> (Word, Outlook, and OneDrive).</li></ol><p><strong>Preferred Qualifications:</strong></p><ul><li>Bachelor’s degree is a plus but not required.</li><li>Experience working in <strong>construction, development, or real estate industries</strong> is a bonus.</li></ul><p><strong>Soft Skills & Personality Fit:</strong></p><ul><li><strong>Professional presence</strong>: Ability to work closely with attorneys, architects, engineers, and other high-level professionals.</li><li><strong>Adaptability</strong>: Strong organizational skills with a demonstrated ability to prioritize, pivot, and manage competing demands.</li><li><strong>Confidence and maturity</strong>: A professional yet firm demeanor when managing phone calls and office communications.</li></ul><p><br></p>
<p>Are you an experienced Executive Assistant with a proven track record of supporting multiple C-suite executives? Our client, a fast-paced organization in Baltimore City, is seeking a highly skilled and detail-oriented Executive Assistant to join their team. This is a temp-to-hire role designed for someone who thrives under pressure, communicates effectively, and is committed to providing exceptional administrative support.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Provide comprehensive administrative support to multiple C-suite executives, including scheduling, calendar management, travel arrangements, and correspondence.</li><li>Serve as the first point of contact for executives, managing communication across various channels.</li><li>Prepare, edit, and proofread reports, presentations, and other documents as needed.</li><li>Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.</li><li>Manage expense reports.</li><li>Handle confidential information with discretion and professionalism.</li><li>Assist with special projects, event planning, and cross-departmental initiatives as needed.</li></ul><p><br></p>
