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Executive Assistant for Building Maintenance Company

hace 7 meses

City, México Select Assistants A tiempo completo

**About Us**:
We are a full-service building maintenance company on the path to expanding into government contracting. With several successful years in the commercial sector, we are now looking to hire an Executive Assistant to support our entrepreneurial journey, and to be a great implementor of what our founder/director/ visionary is working on. _Recently awarded a Minority certificate, we are gearing up for new business opportunities._

**General Responsibilities**:

- _Work closely with the CEO_ on various administrative tasks to streamline day-to-day operations.
- _Aid in the preparation of Government Contracting Documents_, including but not limited to RFPs and diverse business certifications. Read and comprehend project requirements to ensure seamless execution.
- _CRM Setup:_ Work on the setup and management of HubSpot CRM, following existing manuals. Implement this by ensuring its optimal use for organizational efficiency.
- _Service management software setup and implementation:_ Manage your field, crew, office, work, employee, attendance, and more with customized settings and automation
- Support in sorting and managing contacts, resumes, references, and other essential documents.
- _Handle communication _with potential clients and participate in networking activities.
- Uphold the company's positive reputation by ensuring meticulous attention to detail in all tasks.
- _Phone System and Organization: _Set up a comprehensive phone system, including extensions and professional greetings.
- _Customer Interaction and Pricing Structure: _Comfortably communicate with customers, understanding their needs and ensuring satisfaction.
- _Employee Handbook:_ Contribute to the creation of an employee handbook, especially focusing on PTO and sick leave policies.
- _Employee Reports: _Compile and organize employee reports.
- _Teamwork: _Collaborate with existing virtual assistants to optimize efficiency in routine tasks.
- keep track of all tasks, and projects
- be sufficient in _Asana, and Microsoft Planner_

**Qualifications**:

- Prior experience in a similar role as an Executive Assistant_ or related administrative position.
- proficiency in the _Microsoft 365 app, Word, Excel, Planner, etc._
- _Strong organizational skills_ and the ability to manage multiple tasks efficiently: Exhibit meticulous attention to detail in all tasks, ensuring accuracy and precision.
- _Proficiency in using CRM tools, with specific experience in HubSpot being a plus._
- _Familiarity with government bidding processes and diverse business certifications._
- Excellent written and verbal communication skills.
- Capability to adapt and learn quickly, especially in government contracting procedures.
- **Personality Strengths (Execution Category)**:_
- Take initiative in identifying areas for improvement and implementing solutions.
- Detail-oriented with the ability to manage complex tasks independently.
- Positive attitude towards tasks and challenges.
- Achiever mindset.
- Have a “figure it out mindset” aka Be Resourceful
- Ability to build and maintain relationships.

**Work Schedule**:
Regular business hours, flexible from 9 AM to 6 PM EST

**Salary**: $202.67 per hour

Expected hours: 40 per week

Application Question(s):

- Fluent in English (spoken and written)? (Yes/No)
- Prior experience in a similar role as an Executive Assistant or related administrative position? (Yes/No)
- Proficiency in using CRM tools (HubSpot)? (Yes/No)
- Familiarity with government bidding processes and diverse business certifications? (Yes/No)