Executive Assistant

Founded in 1908, Flintco now employs more than 750 people in 10 cities serving clients in healthcare, renewable energy, education, hospitality, sports and industrial. Flintco also self-performs concrete, steel erection and excavation. Nothing matters more to us than the quality and growth of our people. Our teams are smart, humble and disciplined. Flintco is recognized for its commitment to safety and quality, using Lean principles as a guide to continuous improvement. The five guiding principles of our Ethos are: Safety, Integrity, Quality, Accountability and Honesty. We live it every day.

Job Summary
Responsible for coordinating and providing administrative support to Flintco’s President / CEO, by managing schedules, coordinating meetings, handling communication and acting as a liaison to ensure an efficient workflow.

Essential Duties and Responsibilities
All duties and responsibilities include the following; however, other duties may be assigned. To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Coordinate schedules and schedule meetings for executive(s) with internal and external contacts. Prioritize meeting needs for executive(s).
• Manage calendar and travel for executive(s), including travel arrangements and schedule coordination.
• Act as liaison between CEO and others, such as other departments, external contacts, clients. Such liaison may be required to arrange meetings, clarify and resolve problems, coordinate work, maintain working relationships and public relations. Schedules and organizes complex activities such as meetings, travel, conferences, corporate events, and executive activities.
• Draft, review and send communications on behalf of executive(s).
• Working with marketing department on companywide messaging from executive(s): INRs, press releases, companywide calls, etc.
• Edit and draft contracts in coordination with legal and executive direction.
• Organizes and prioritizes large volumes of information, emails and calls. Answers phones in a professional and friendly manner. Prioritize emails and respond when able and necessary. Takes messages or fields/answers all routine and non-routine questions. Screen phone calls, handle routine items, pass others along to supervisors.
• Compose correspondence for CEO's signature as directed. Coordinate and process administrative items for CEO's signature. Create and edit a variety of documents, many highly confidential, using personal computer with Word, Excel and PowerPoint.
• Perform a variety of clerical and general office tasks; ensure items are delivered and stored according to procedures; maintain jobsite address/staffing contact lists; run errands; manage corporate calendar.
• Establishes, develops, maintains and updates filing system for executives. Retrieves information from files when needed.
• Review and analyze vendor account invoices/statements. Accurately code, enter (through company accounting software), and route all incoming invoices and ensure timely processing for payment. Assist vendors with inquires on account and/or payment status.
• Works independently and within a team on special nonrecurring and ongoing projects with all departments including Administrative, Employee Services, Legal, Safety, Marketing/Business Development and Area Offices. Prepare special reports, studies, statist
• Ensures client satisfaction, both internally and externally, through positive, pleasant, professional and efficient handling of issues. Manage sensitive matters with a high level of confidentiality and discretion.
• Exercises good interpersonal skills by gladly assisting others to accomplish work of the organization, even it is outside the scope of regular duties.
• Perform additional duties as assigned.

Knowledge/Skills/Ability
Ability to represent to all persons the Flintco Ethos that encourages the highest level of performance, integrity and morale. Practices excellent communication skills. Reads, analyzes and interprets documents and instruction. Takes initiative to solve issues and anticipate needs. Reads and comprehends complex instructions, short correspondence and memos. Effectively verbally presents information to groups of clients, employees, or vendors and subcontractors. Adds, subtracts, multiplies and divides in all units of measure, using whole numbers, common fractions and decimals. Interprets a variety of instructions furnished in written, oral, diagram or schedule form. Defines problems, collects data, establishes facts and draws valid conclusions. Organized and manages time, duties and activities efficiently.

Education
Associates degree or an equivalent combination of education and experience.

Experience
4 years of related administrative experience or an equivalent combination of education and experience.

Certificates, Licenses, Registrations
Notary Public a plus

Physical Requirements
• Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this position, the employee is regularly required to stand; walk; use hands to handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.
• The employee is occasionally required to sit. 
• The employee must occasionally lift and/or move up to 15 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally, especially when managing multiple projects and during problematic opening and/or closing phases of projects, mental stress can be taxing.
• May be required to work long hours for extended periods of time.

 
Special Job Dimensions
The office provides a safe and healthy work environment, is adequately heated and cooled, is free from exposure and extreme conditions, has appropriate lighting and office furnishings, and is smoke-free and drug-free.

* NOTE – Where allowed employees who work in positions classified as “safety-sensitive” can be disciplined if they test positive for marijuana or its metabolites, even if they have a valid state medical marijuana license. In addition, Flintco may also refuse to hire applicants for safety-sensitive jobs who test positive for marijuana as part of a pre-employment drug test, even if those applicants can produce a valid medical marijuana patient license.