Overview
Office Support Specialist I Jobs in Taunton, MA at DMR-Southeast Region
Job Title: Executive Assistant
Reports to: President
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:
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.
Why join us?
Be part of a fun and collaborative leadership team.
Play an integral role in a growing, employee-owned company.
Opportunity for career growth and advancement in a dynamic industry.
Competitive compensation and benefits package.
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
Title: Office Support Specialist I
Company: DMR-Southeast Region
Location: Taunton, MA
