Job Title: Executive Assistant Reports to: Co-Chief Executive Officers (Co-CEO's) FLSA: Full-Time, Non-Exempt (Hourly)
Job Summary
The Executive Assistant performs all activities related to the support of the Executive Office in a highly responsible and confidential manner at the direction of, and on behalf of, the C-suite executives. They are responsible for a variety of administrative, secretarial, logistical, and operational support functions. This role will have touchpoints throughout the organization, including Board of Directors coordination, as assigned. Working closely with the Co-CEOs, this person will bring to life their vision of the company's culture. They will serve as events coordinator for both internal and external events and activities. They will serve as a writer/publisher of the monthly company newsletter as well as other corporate communications (including social media) as directed.
Essential Job Functions (*=Non-essential tasks):
- Maintain the confidentiality of sensitive information of the Co-CEOs
- Exercise executive level professional judgment and discretion
- Schedule meetings, appointments, and special events for executive management as assigned
- Attend and take minutes at assigned meetings
- Prepare routine and special administrative projects for executive management
- Coordinate logistics for internal and external meetings
- Manage online clothing store, working with (or choosing) vendor and maintaining consistent supply and wide selection of appropriate Brooks apparel and gift items in coordination with HR
- Serve as coordinator for company swag and giveaways
- Plan and administer events and activities in accordance with the policies, strategies, and mission of the Brooks Construction
- Negotiate contracts with venue personnel, caterers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives
- Monitor and oversee events from preparation and set-up through teardown to ensure adherence to planned format, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.
- Act as primary logistics coordinator for out-of-town events, such as industry conferences and trade shows
- Serve as writer and publisher of company newsletter and other corporate communications as directed
- Assist with special projects as needed
- Facilitate Kids 1st giving
- Other projects and duties as assigned
Requirements
Experience:
- Minimum of 5 years' experience in office support work
- Familiar with rules and expectations of working in an office environment
Education:
- Associates degree or the equivalent required
- Bachelor's degree preferred
Skills and Abilities:
- Consummate level of discretion and confidentiality
- High attention to detail
- Superior written and oral communication skills
- Demonstrated strong decision-making and problem-solving skills
- Excellent organizational skills
- Strong Communication and interpersonal skills for working with team members across the organization
- Valid driver's license and access to a reliable means of transportation
- Demonstrated ability to learn new software and technology
- Demonstrated ability to work with minimal supervision
- Flexibility in managing multiple priorities within tight time constraints
- Develop and maintain peer and customer partnerships
- Fair, honest and straightforward in dealing with others
- Demonstrate high ethical standards.
- High degree of accuracy, thoroughness and attention to details
- Strong computer skills with knowledge of Microsoft office software
- Must be a self-motivator
- Must be a team player
Working Environment:
- Individual will be working in an office environment with some exposure to the field
- Individual will be working with internal and external customers (HR, Safety, I.T., Accounting, Project Managers, Foremen, suppliers, etc.)
Supervisory Responsibilities:
(These statements are intended to describe the general nature and level of work involved for this job. It is not an exhaustive list of all responsibilities, duties, and skills required of this job. Additional responsibilities may be assigned, as required.)
Who We Are
For over 114 years and across four generations of family ownership, Brooks Construction Company, Inc. has stood for Quality, Team, and Integrity in the civil construction industry. Based in Fort Wayne, Indiana, with over 250 employees, Brooks Construction provides asphalt, concrete, earthwork, and pipe operations across northern Indiana and northwestern Ohio using best practices and innovative techniques to give our customers a quality product.