Executive Assistant

Boston, MA 02127 | Contract to Perm

Post Date: 05/17/2018 Job ID: 81146 Specialty: Office Services

An architectural firm in Boston, MA is seeking an Executive Assistant to support two principals. This position offers room for growth and expansion within the firm and provides a unique opportunity to learn the business side of this industry. This is a great opportunity for anyone who is looking for a “ foot in the door” in Architecture, or Structural Engineering. Apply today!

Responsibilities for the Executive Assistant:
  • Propose and implement systems for maintaining organization for the Principals
  • Perform various administrative tasks, including typing, emailing, scanning, filing, copying, mailings, etc.
  • Manage Principals “ to-do list” and handle some tasks to reduce work load
  • Follow up to confirm timely completion of work items
  • Monitor incoming emails/ phone calls and respond/triage as necessary
  • Manage personal and company calendar for the principals
  • Type meeting notes, field reports, memos, etc. 
  • Attend occasional meetings and or site visits with Principals (could involve being on an active construction site)
  • Email/phone communications and follow-up
  • Draft, revise and edit correspondence
  • Manage time sheets
  • Organize and maintain desktop and office space for the Principals
  • Ensure maintenance of various licenses
  • Drive company vehicle to run errands and/or drive principals to job sites
  • Arrange company meetings 
  • Assist with scans of original blueprints and altered drawings
  • Schedule and organize Lunch and Learn presentations in the office from outside companies/vendors
  • Assist with maintaining all supplies and ensure neat office appearances
  • Order lunch/ coffee daily
  • Assist with PowerPoint presentations and set up all equipment for meetings/presentations
Requirements for the Executive Assistant:
  • Background and interest in either Construction, Architectural, or Structural Engineering
  • Ability to handle sensitive and confidential correspondence
  • Familiarity with basic industry terminology and processes
  • Proficiency with Microsoft Office Suite (including, but not limited to Word, Excel, Outlook, PowerPoint, Access) and internet navigation
  • Experience with AutoCAD is advantageous, but not required
  • Ability to transcribe from dictation, both recorded and live
  • Valid MA driver’ s license and have the ability to drive company vehicle when needed
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                     

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