Architectural Assistant jobs in the United States

Job Title: Executive Assistant to the Vice President

Location: North Brunswick, NJ

Company: Blue Industries (Blue Line Drywall & Builders and Blue Star Glass)

Company Websites: Blue Industries, Blue Star Glass

About Us: Blue Industries is composed of Blue Line Drywall & Builders, a leading trade subcontractor, and Blue Star Glass, a premier glass fabricator. We pride ourselves on our commitment to quality, innovation, and customer satisfaction. Our team is dedicated to delivering exceptional results in every project we undertake. We foster a collaborative and dynamic work environment where every team member can thrive.

Industry: Construction and Manufacturing

Job Description:

We are seeking a highly motivated, detail-oriented, and assertive Executive Assistant to support our Vice President. This role is more than just an assistant position; we are looking for a proactive individual who can grow with the company and eventually take on many of the Vice President's day-to-day responsibilities. The ideal candidate will have exceptional organizational skills, the ability to handle sensitive information with discretion, and the capacity to manage multiple tasks efficiently while maintaining a high level of accuracy and urgency.

Key Responsibilities:

• Legal Matters: Assist with all legal matters including preparing and reviewing documents, managing legal correspondence, and coordinating with legal counsel.
• Insurance Matters: Handle all insurance-related tasks such as policy management, claims processing, and renewals.
• IT Coordination: Work in conjunction with our third-party IT company to ensure smooth operations, manage IT-related issues, and facilitate technology upgrades.
• Invoice Approvals: Review and approve invoices, ensuring accuracy and compliance with company policies.
• Financial Reporting: Prepare comprehensive financial reports to provide insights into the company’s financial status and performance.
• Payment Follow-Ups: Proactively follow up on outstanding payments to ensure timely receipt.
• Document Preparation: Prepare legal documents for the Vice President's signature, ensuring all paperwork is meticulously processed and filed.
• Contract Administration: Send paperwork and contracts to the correct team members, ensuring proper documentation and timely delivery.
• Email Management: Efficiently read and analyze all incoming emails, filtering and prioritizing important messages for the Vice President's attention.
• Scheduling and Coordination: Meticulously schedule meetings and travel arrangements for the Vice President, and coordinate with other executives and team members within the company.
• Technology Proficiency: Utilize and adapt to new technologies and software to enhance efficiency and productivity.
• Real Estate Development Support: Collaborate closely with various engineers in relation to real estate development, keeping precise track of project milestones and required documentation.
• Personal Life Management: Assist with personal tasks and errands for the Vice President, including managing personal appointments, travel arrangements, and other personal affairs to ensure a balanced and efficient schedule.

Qualifications:

• Bachelor's degree in Business Administration, Finance, Law, or related field preferred.
• Proven experience as an executive assistant in finance or as a paralegal.
• Exceptional organizational and time-management skills.
• Excellent verbal and written communication skills.
• High level of discretion in handling sensitive and confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of computer literacy and adeptness with new technology.
• Familiarity with IT systems and software is a plus.
• Strong analytical and problem-solving skills.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and the ability to communicate effectively with all levels of the organization.
• Type A personality: proactive, detail-oriented, assertive, and capable of managing high-pressure situations.

What We Offer:

• Competitive salary and benefits package.
• 401(k) plan.
• Health insurance.
• Paid vacation.
• Performance-based bonus.
• Opportunities for professional growth and development.
• A dynamic and supportive work environment.
• The chance to work closely with the Vice President and gain insights into the company’s operations.

How to Apply:

Please submit your resume and a cover letter detailing your experience and why you are the ideal candidate for this position via LinkedIn. Please include references and any relevant work samples or portfolios if available.

• Location: 2300 US 1 North, North Brunswick, NJ 08902