The Executive Assistant provides a wide variety of high-level administrative, coordination and project support for the Vice President, Marketing and Business Development. The Executive Assistant must possess sophisticated skills in office management,
office software and customer service. A working knowledge of the construction industry is a plus. Provides supplementary administrative support to the Marketing and Business Development Team. Responsibilities require the exercise of independent judgment, strong
analytical skills, and professional demeanor in high-pressure situations. The Executive Assistant is highly visible, and must be able to engage effectively at all levels of the organization.
Overall Administrative Support
Provides administrative support to the Vice President of Marketing and Business Development and supplementary support to the Marketing and Business Development Team.
Performs a professional gatekeeper function for the Vice President of Marketing and Business Development with respect to incoming telephone calls from a variety of external constituents.
Organizes meetings and schedule appointments for the Vice President of Marketing and Business Development, prepares agendas, handles lunch/catering orders, ensures that appropriate materials are available for meetings, and handles technology set-up for
Handles arrangements for travel (and prepares itineraries), conferences, internal/external meetings and other company events.
Registers staff for networking/professional development events and updates the networking calendar.
Reads, researches and appropriately routes correspondence; drafts letters and emails; analyzes information and initiates telecommunications.
Reviews and compiles information for department annual budget and quarterly forecasts.
Prepares presentations as needed and updates corporate organization chart monthly.
Ensures the Marketing and Business Development Department operates efficiently from an administrative perspective. Duties include, but are not limited to, onboarding and offboarding of staff, coordinating office support services, filing correspondence/other
records, processing invoices and check requests, and ordering office supplies and other special order items.
Greets visitors and provides them with assistance and information as requested.
Business Development Administrative Support
Performs daily review of procurement websites for project leads. Updates CRM with lead information and project status updates
Checks project performance rating websites (CPARS/PPIRS) for updates
Maintains Work in Progress Report data regarding active projects (% completion, contacts, construction value, etc.). Maintains AIA Document. Obtains Project Manager data sheets upon the start of a new project.
Manages special projects and other related duties as assigned.
Must have a minimum of eight (8) years of administrative experience, with five (5) years in executive level support. Proficiency in Microsoft applications (Word, Excel, PowerPoint, Outlook).
Grunley is an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, age, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.
If you need a reasonable accommodation for any part of the employment process, please contact us by email at email@example.com or by phone at 240-399-6162 and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.