Hargrove Engineers + Constructors - Mobile, AL
posted 3 months ago
About the position
Hargrove Engineers & Constructors is seeking an Executive Assistant to the CFO who will play a crucial role in supporting executive and management leaders with a variety of administrative and clerical duties. This position is essential for ensuring the smooth operation of the executive office and will involve working under general supervision to manage a range of tasks that contribute to the overall efficiency of the organization. The Executive Assistant will be responsible for managing executive calendars, preparing proposals, and maintaining client contact information, among other duties. This role requires a high level of professionalism and discretion, as the assistant will handle sensitive information and interact with various stakeholders, including clients and team members. The ideal candidate will have a strong background in executive administrative support, with at least 8 years of relevant experience in a professional environment. The role demands proficiency in Microsoft Office and other software, as well as exceptional attention to detail and excellent communication skills. The Executive Assistant will also be involved in coordinating company events, managing travel arrangements, and providing backup support for front desk operations. This position offers a unique opportunity to contribute to the success of Hargrove by ensuring that executive leaders can focus on strategic initiatives while the assistant manages the day-to-day administrative tasks. Hargrove values work-life balance and flexibility, and the Executive Assistant will have the opportunity to discuss flexible working hours and patterns that suit both personal and business needs. The company prides itself on fostering a culture of trust, integrity, and teamwork, where every team member's contributions are recognized and valued. The Executive Assistant will be an integral part of this culture, helping to maintain a professional and organized work environment that supports the company's mission and goals.
Responsibilities
- Assisting in Deltek Vision Resource Planning and producing reports.
- Managing executive and leader outlook calendars.
- Preparation of proposals and organizational charts.
- Preparation of correspondence and transmittals.
- Preparation of company mailings and labels.
- Entering and submitting executive and leader expense reports.
- Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.
- Completing clerical and administrative tasks and errands as requested.
- Providing back-up support for front desk reception, incoming phone calls and mail collection and distribution.
- Registering Company teammates for conferences and exhibits and coordinating staffing, assuring that displays, promotional items, and marketing materials are delivered and set up as needed.
- Tracking and obtaining approval for charitable contributions, preparation of check requests and transmittals.
- Obtaining quotes and/or scheduling travel, conference calls and video conferences.
- Meeting scheduling and ensuring proper arrangements are made.
- Preparation and distribution of Resource Leader/Project Manager meeting notes.
- Preparation of presentations and other client related information.
- Posting announcements and other Company related information to appropriate publications and Company intranet.
- Assisting in coordinating company events including holiday gatherings, community involvement, and retreats.
- Execution of special projects.
- Providing scanning, copying, faxing, and filing services for Executive and Management Leaders.
- Maintaining professional appearance of meeting spaces.
- Participation in meetings when necessary and preparation of meeting notes for Leader approval.
Requirements
- High School Diploma or equivalent is required; advanced coursework is highly preferred.
- 8 or more years of relevant experience in executive administrative and clerical services in a professional environment.
- Knowledge and application of company standards and office administration procedures.
- Proficient in the use of Microsoft Office and other software as needed.
- Extreme attention to detail and excellent proofreading and grammar skills.
- Ability to communicate effectively, both verbal and written.
- Ability to maintain confidentiality in all areas.
- Ability to work in a fast-paced environment with extreme multi-tasking.
- Ability to prioritize effectively and develop reports.
- Ability to maintain effective working relationships with teammates, clients, and vendors.
- Ability to listen and ascertain the needs of teammates and clients.
- Ability to find and communicate accurate information concerning Hargrove services and capabilities.
- Ability to work flexible hours as needed.
Nice-to-haves
- Experience with Deltek Vision software.
- Advanced certification in administrative support or related field.
Benefits
- 401(k)
- Dental insurance
- Disability insurance
- Flexible schedule
- Health insurance
- Paid holidays
- Paid time off
