Executive Assistant

Job Summary:

The Executive Assistant supports 5 executive leaders within the Heritage Construction + Materials (HC+M) division of The Heritage Group. The Executive Assistant will manage administrative functions for the team including calendar needs, travel, board coordination/needs and necessary communications on behalf of the leaders.

Professionalism and confidentiality with senior leaders, other employees and external contacts are crucial to building essential relationships and appropriately representing HC+M and respective groups. Excellent judgment, decision making capability, attention to detail, a strong sense of accountability, and creative problem solving skills are crucial to ensuring success in the role.

Essential Job Functions:

• Ability to manage people (the office receptionist role reports to the Executive Assistant)
• Proactively support managing calendars and coordinating meetings
• Provide board activity support; schedule calendar invitations, collect, upload and print board materials, organize location and meal needs
• Maintain corporate expenses as needed for the office and executive team
• Manage office needs such as supplies, postage meter, seating arrangements and other office needs (coordinating with the maintenance manager as appropriate)
• Oversee mail and delivery services and outgoing needs
• Attend meetings to take notes or minutes
• Act as a liaison with other departments and outside agencies, including high-level leadership, and always maintain the highest level of confidentiality

Required Education, Experience, Skill and Abilities

• Bachelor's or Associates Degree in Business Administration, Human Resources, Communication or related discipline; or equivalent work experience is preferred.
• 5+ years' experience supporting executives: Vice-President, President, COO, CEO is preferred
• Ability to maintain highest levels of confidentiality and professionalism
• Exceptional communication skills, both written and verbal
• Expert level computer skills: MS Office; Excel, Power Point, Outlook, Word
• Ability to prioritize in a high stress, fast paced environment
• Ability to work looking at a computer screen or screens for 6-8 hours per day

Current Openings for Executive Assistant Jobs at The Heritage Group