Executive Assistant

$40,000 - $45,000/Yr

R&R Chicago Design-Build - Milwaukee, WI

Full-time - Entry Level

Hybrid - Milwaukee, WI

About the position

The Executive Assistant position at R&R Chicago is an entry-level role focused on providing comprehensive support to the President and facilitating the company's operations as it expands into Milwaukee. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks effectively. This role involves a mix of administrative duties, client management, and field engagement, making it essential for the candidate to possess strong communication and time management skills.

Responsibilities

• Organize and prioritize daily tasks for the President to ensure all relevant tasks are prepared by the next morning.
• Maintain a detailed calendar, schedule appointments, coordinate travel arrangements, sales calls, deadlines, and any other tasks needed.
• Conduct market and internet research, including material pricing, vendor and contractor research, and assistance with coordinating the bidding process.
• Assist in creating and organizing essential documents, SOPs, and KPIs for current and future roles.
• Ensure the President and company are following correct SOPs from start to finish.
• Oversee the bookkeeping process for timely payment of invoices and bills.
• Delegate tasks effectively to the president, team members, and contractors, ensuring clear communication of responsibilities and deadlines.
• Act as the point of contact handling emails and phone calls for existing and new clients, contractors, vendors, etc.
• Coordinate with new and existing clients and contractors; assist in the onboarding and offboarding of clients and contractors.
• Engage in client-facing activities, ensuring a positive and productive relationship.
• Oversee the planning and execution of administrative and internal company projects.
• Participate in fieldwork 2-3 days a week in Chicago and 2-3 days a week in Milwaukee, with transportation provided to Chicago.
• Collaborate with the team on-site to ensure smooth project execution.
• Organize Google drives and emails, ensuring notes are up-to-date.
• File government applications, certifications, and continued learning programs.

Requirements

• High school diploma or GED.
• 1 year of experience in administrative support or a related field.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook).
• Strong organizational skills with a detail-oriented approach.
• Excellent time management skills.
• Type A personality; confident and assertive with effective communication skills.
• Proficiency in bookkeeping and financial management.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Must have your own laptop and smartphone.
• Reliable transportation.

Nice-to-haves

• Prior experience (1-2 years) in construction, design, or project management.
• A college degree (in any industry).
• 1-2 years working within admin support/assistant.

Benefits

• Flexible schedule