Executive Assistant

About the role

Allana Buick & Bers is seeking an Executive Assistant/Project Admin to support the executive staff and the North Carolina team. The ideal candidate will have a proactive approach, excellent organizational skills, and proficiency in Microsoft Office.

Responsibilities

• Help establish contact between executives and company employees/clients and manage information flow.
• Manage internal and external communication including memos, emails, presentations, proposals, and reports.
• Oversee proposals to ensure contents, grammar, flow, and presentation align with company standards.
• Arrange daily schedules, set up meetings, travel arrangements, and ensure executives adhere to their agendas.
• Receive and direct phone calls, distribute correspondence, and monitor project progress.
• Work with project teams to resolve operational issues and handle document flow and filing.
• Create and maintain comprehensive project administrative documentation, such as contracts, certificates of insurance, and work orders.
• Prepare and issue construction agreements and track their status.
• Set up client/vendor accounts in systems and generate work orders for new projects.
• Generate weekly variance reports and analyze for issues, following up on identified problems.
• Execute utility rebate/incentive processes for clients.
• Administer quality assurance programs post-project closeout.
• Maintain strong customer relations with contractors, vendors, and clients.
• Assist with daily office functions, including managing office supplies, pantry stock, daily mail pickup, coordinating special events, in-house meetings, lunch & learns, monitoring bi-weekly cleaning, and assistance to sub-tenants.

Requirements

• 2-year degree or equivalent work experience in a similar role.
• Experience supporting C-level executives, particularly CEOs, Presidents, or higher-level executives.
• Proficiency in managing comprehensive schedules for both office and travel.
• Self-motivated and organized with strong organizational skills, including multitasking and time management.
• Strong working knowledge of Microsoft Office, especially MS Excel.