Position Purpose: An extremely well organized person who likes to take initiative is needed on a fast paced, fun and aggressive leadership team. We are an employee owned sales company in the construction industry that strives to be the absolute best for our customers. The executive assistant will work closely with the president to stay organized, on task and to help create great employee and customer experiences and events.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities :

• Coordinate activities, schedules and duties or company president and other executives.
• Customer and employee meeting planning. At times assisting other planning teams (marketing, HR, etc.)
• Coordinate daily calendars of senior executives
• Organize to keep executive team on time and on task
• Make travel arrangements for president and at times executive team
• Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval
• Create regular reports, MS PowerPoint presentations and update internal databases
• Respond promptly to management team queries
• Independently perform special projects that require a combined knowledge of administrative needs and technical operations
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Suggest more efficient ways to run the office and troubleshoot any malfunctions
• Prepare expense reports, miscellaneous reports, memos, invoice letters, and other documents
• Assist in managing conference rooms schedules for the Charlotte locations. Coordinate bi-annual sales meetings and annual ESOP Roadshows
• Assist in supplier relationship management
• Manage the handling of all event tickets to salespersons and payments
• Opening, sorting and distribution of mail, emails and other correspondence as needed
• Assist in preparation for meetings, order food, set-up, clean up
• Greet visitors when needed
• Use various software to complete tasks, such as MS Word, Excel, PowerPoint, databases and transcription machine
• Provide general administrative support
• Any other duties as assigned

Position Requirements:

• Believe in our company culture.
• Must enjoy interfacing with people who like to have fun at work.
• We are a team that likes to work together in the office. This position will be a key coordination point to keep things on task when executives are traveling.
• Occasional after hours to help with teams', customers' or suppliers' meetings in Charlotte will be required.
• Travel will be infrequent (a time or two a year).
• Experience in similar roles or a history of organizational and operational skills.
• Experienced in event planning.
• Proficient with office management systems, MS Office and reporting tools.
• Experienced using online calendars and cloud systems.
• Experience using office equipment.
• Strong verbal and written communication skills (via phone, email and in-person).
• Experience exercising discretion and confidentiality with sensitive company information.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Strong time management skills.
• Strong problem solving and analytical thinking skills.
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills.
• A high level of professionalism.

Physical Demands

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Handling/Use of Fingers: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs or less: Frequently
• Lifting/Carrying 10 lbs or less: Frequently
• Lifting/Carrying 11-20 lbs: Occasionally
• Reaching Outward: Occasionally
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.

EOE/Vets/Disabled