Employment

Executive Assistant

Contract Management, Inc. is seeking a charismatic, well-rounded, reliable, self-motivated, detailed and quality oriented individual to serve as a right hand to the CEO and VP of Operations. You will be the eyes, ears, and problem solver across the business.

Strength & Competencies:

1. An ability to manage multiple projects across disciplines is very important; you must be able to plan your workload as new projects will crop up that demand your attention.
2. Interpersonal and influencing skills are vital as you might not have the “hard power” of the CEO or VP of Operations, while you still need to keep people and tasks moving in the right direction.
3. Problem-solving and active listening – many projects crop up where the project manager responsible just needs someone to listen to the problem and help them come up with a solution.

Essential Duties and Responsibilities:

We are a well-established small to medium-sized construction and program management firm with business units in the industries of construction, engineering, and management consulting. Our clients expect the finest representation, and we work hard to exceed their expectations. We are looking for you to continue our next generation and quest toward excellence.

The position is for an experienced executive assistant. You will be responsible for organizing the day-to-day activities of the firm’s CEO and VP of Operations while assisting with customer service, office/business management, sales and marketing, and executive assistance while emphasizing World Class Client Service. You will have the role and responsibility for business development and project management administration. We are looking for someone with 5-10 years of experience who will bring innovation and ideas that will enhance our firm and will swiftly adapt to a dynamic environment.

What could your week look like?

• Provide high-level administrative support to executives, including managing schedules, appointments, and travel arrangements.
• Provide direct support to Project Managers (PM) for projects across various disciplines.
• Assist with the creation and management of project schedules.
• Review bid proposal requirements and prepare bid documents for review and submission.
• Creation of subcontract agreements.
• Assist in marketing functions of the firm and support accounting functions.
• Maintain website updates.
• Request quotes from subcontractors and vendors.
• Create and maintain opportunity watchlists on SAM.gov, including account updates and registration renewals.
• Maintaining firm cohesion and communication efforts on a day-to-day basis.
• Prepare and edit correspondence, reports, and presentations for executives and project managers.
• Maintain and organize executive files, records, and documents.
• Coordinate meetings, conferences, and events.
• Handle confidential information with discretion and professionalism.
• Manage executive emails and communications.
• Conduct research and compile data for various projects and reports.
• Answer and screen incoming calls and initiate contact or calls as requested.
• In charge of and maintaining the firm comprehensive calendar updating daily or otherwise as needed.
• Create and maintain databases as needed.
• Create and maintain client & vendor relationships.
• Act as Liaise with internal and external stakeholders on behalf of project managers and executives.
• Perform human resource functions and maintain employee records and files.
• General office duties include ordering office materials and supplies.
• Assist with PQSports and PROQUA Corporation, including administrative tasks, event coordination/preparations, and other ad hoc projects.

 

Contract Management, Inc. (CMI) offers a competitive salary commensurate with experience and industry norms.

Job Type: Full-time

Additional Compensation:

• Bonuses
• Paid time off

Work Hours:

• Monday – Friday
• No Weekends
• Day Shift + 8 hours

Position Requirements:

• High school diploma/GED required.
• Degree in either Business, Accounting, Finance, Marketing, or a related field.
• Extensive experience in general office management and marketing.
• Proficiency in Microsoft Office and Adobe software.
• Highly organized and able to multitask.
• Strong attention to detail and problem-solving skills.
• Excellent communication skills, both verbal and written.
• Able to work independently and as part of a team.
• Willing to travel to business conferences and networking events as well as take training and personal development courses to improve your mindset and skillset.

Preferred Noted Skills:

• Sage 300 Construction Accounting or QuickBooks accounting experience
• P6 Primavera experience
• HubSpot Client Relation experience is a plus
• Project Controls experience

All interested and qualified candidates are requested to apply by sending your resume and cover letter to gregoryw@contractmgmtinc.com.