Melhorn Architecture and Construction is a leading residential design/build firm dedicated to exceptional craftsmanship and client satisfaction. Our integrated team of architects and construction professionals collaborates closely to deliver stunning, customized homes that exceed client expectations.
Position Overview:
The Executive Assistant plays a crucial role in enhancing the efficiency and effectiveness of the Principal. This position requires a proactive and organized individual who can manage a variety of tasks, maintain confidentiality, and act as a liaison between the executive and internal/external stakeholders. The Executive Assistant will support strategic initiatives, coordinate schedules, and facilitate communication to ensure seamless operations within the organization.
Primary Responsibilities:
Calendar Management for Principal
Scheduling internal meetings with team, one-to-ones with direct reports, and external meetings with clients and consultants, through Gmail and Google Calendar. Track employee birthdays or other significant events, and organize 6mo and 12mo check-ins with all employees. Follow through with team to make sure team and Principal are prepared for meetings. Work with Principal's wife on family schedule coordination. Requires GoogleDocs knowledge and the other Google online suite of programs.
Email and Correspondence Management for Principal
Review email inbox and pre-plan responses or initiate action items with follow up. Type meeting notes, proposals, followups, etc. Process incoming communications to help make principal more effective. Prepare architecture invoicing drafts and draft email each month (we will train you on Praesto software) Be the primary contact at reception to answer phones or greet visitors.
Office General Wellbeing
Manage orders for office supplies, snacks, and general maintenance needs of office, coffee machine, etc. Amazon / Shipt delivers. Maintain stocked bathroom, kitchen etc. Direct landscape, office cleaner, appliance maintenance repair people, pest control, and other office services as necessary.
Secondary Roles: • Assist with Personnel management. • Be the point person and gatekeeper for employee benefit sign-ups or changes to benefits such
as healthcare and 401K. • Coordinate with the team for new hire preparations or post-termination/resignation process • Coordinate with outsourced IT company on office needs, hardware and software management • Maintain software subscription management, accounting for the use of company technology,
iPhones, iPads, laptops, etc.
Requirements:
Bachelor's or Master's degree.
Excellent leadership, communication, and interpersonal skills.
Proven ability to manage multiple projects simultaneously while maintaining a high level of detail and quality.
Strong problem-solving skills and ability to adapt to changing needs.
What We Offer:
Competitive salary and benefits package. Salary range is dependent on experience.
Medical and Dental Insurance
401K
A collaborative and innovative work environment.
If you are a dedicated professional, we invite you to apply and join our talented team at Melhorn Architecture and Construction!