Job Description

Position Summary

The Senior Administrative Assistant provides high-level administrative support to the President, two Senior Vice Presidents, the Director of HR, Safety & Training, and assists with general office administration across multiple branch locations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced commercial landscape environment.

Structure

Full-time, non-exempt. Reports to President.

Key Responsibilities:

• Provide direct administrative support to company executives, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare and format documents, reports, spreadsheets, and presentations as needed.
• Coordinate internal and external meetings, including scheduling, agendas, and follow-up communications.
• Assist with document management and filing systems, both physical and electronic.
• Support the HR department with administrative tasks such as onboarding, training coordination, and maintaining employee records.
• Manage incoming calls, emails, and mail; route inquiries and requests to appropriate personnel.
• Order and maintain office supplies and equipment for multiple branch locations.
• Assist with special projects and company events as directed by executive leadership.
• Maintain confidentiality and handle sensitive information with discretion.

Qualifications:

• Proven experience in an administrative or executive assistant role, preferably in construction, landscape, or a related industry.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology.
• Strong organizational and time management skills with the ability to prioritize tasks.
• High level of professionalism, discretion, and customer service.
• Ability to work independently and collaboratively with multiple departments.
• Minimum of 3 years’ experience of administrative or office experience, and data entry.
• Typing and 10-key skills at productive speed or above.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Must have a good understanding of modern business practices and procedures, elements of correct English usage, grammar, spelling, vocabulary, punctuation, and basic mathematics.
• Effective oral and written communication skills in English required.
• Proficiency in QuickBooks software application and Microsoft Excel, Word, and Outlook is preferred.
• Excellent time management and organizational skills.
• Ability to be prompt, accurate, confidential, and cordial in assisting with questions.
• Ability to work independently and manage multiple tasks within deadlines.
• Ability to be flexible and adapt to changes in an organized manner.
• Ability to maintain professional demeanor in a setting with interruptions (phone and people).
• Comfortable working in a fast-paced environment and managing multiple tasks.

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