Job Title: Executive Administrative Assistant
The Building People is a recognized leader in real estate facilities services. Our global organization delivers total lifecycle solutions for clients that integrate technology, buildings, and people to solve today's complex challenges for building owners, occupiers and stakeholders. We empower our clients to maximize the workplace experience and reduce costs without sacrificing quality and reliability. Our strategy leads clients towards the future of facilities through a connected real estate model that propagates new norms to deliver organizational efficiency, sustainability, and savings.
The Building People, LLC, is searching for a full-time Executive Assistant II at our headquarters in Leesburg, VA. This person will be responsible for a variety of administrative responsibilities in support of our corporate office that are confidential and complex in nature. These responsibilities require attention to detail, accuracy, organization, and a commitment to teamwork. Qualified candidates will be expected to perform within broad guidelines, relying on their proficiency, experience, and resourceful research to accomplish most activities with limited direction. Candidates must be proficient in Microsoft applications with a moderate level of skill in MS Word, MS Excel, and MS PowerPoint. Seeking candidates with strong scheduling skills to manage c-suite calendars, written and verbal communications skills at a professional level to be able to conduct exchanges with employees, vendors, and clients, including c-suite executives on a regular basis, and strong customer service skills to serve as an ambassador for the company.
The Executive Administrative Assistant will perform a variety of administrative functions to support the headquarters operations. Performs specialized administrative support tasks of a non-routine and non-repetitive nature. Monitors projects and/or finances for members of the assigned functional unit. Performs professional level tasks both formal and informal requiring independent judgment, initiative, and tact. Manages multiple calendars. Expertise in preparing various reports, making recommendations for actions, project management, event planning, and other duties as assigned.
Responsibilities include, but are not limited to, the following:
Schedule and coordinate meetings, calendars, and logistics for Management Team. Work with team to learn preferences, desires, styles of operations, etc. in order to effectively manage schedules.
Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
Open, sort, and distribute incoming correspondence.
Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
Provide impromptu and creative assistance to Management Team on administrative tasks ranging from meeting and event planning to daily office operations.
Facilitate and organize company events.
Support HR: reformatting resumes for style, standards, and aesthetics, conducting reference checks, assisting candidates with onboarding paperwork via Employee Navigator, and tracking I-9s and verifying through the eVerify system.
May coordinate travel arrangements for the Management Team and employees to include research, documenting travel options, booking travel, coordinating logistics, and supporting the documentation of expenses incurred during the business travel.
Conduct routine procurements that may include errands to post office and office supply store.
Maintain office and kitchen supply inventory, and appearance of the front and back office.
Make recommendations on file organization, taxonomy, and improvements to processes across the administrative functions of the office.
A minimum of a high school diploma (HSD) or equivalent is required for this position, plus five (5) years of applicable experience.
Bachelor’s Degree a plus.
A positive can-do attitude willing to learn new skills, receive coaching, and have fun while advancing abilities to prepare for future opportunities. The ability to work in a fast-paced environment with strong attention to detail is essential.
Ability to juggle and prioritize multiple projects with superb accuracy, exhibiting grace under pressure
Strong sense of urgency and problem-solving skills
Strong administrative skills
Exceptional customer service skills, over the phone and in person, with all levels of employees, including vendors, clients, contractors, and the public.
Ability to screen, answer, and refer inquiries.
Detail-oriented with strong organizational skills.
Competitive benefits include:
Medical & Rx
Flexible Spending Accounts
401(k) Retirement Plan
Voluntary Short Term Disability
Long Term Disability
Paid Time Off
Secret Clearance, or the ability to obtain one, preferred but not required. Due to the nature of our business, most positions require U.S. citizenship. Federal Government experience a plus. All positions require a background check after acceptance of our offer. The selected candidate will be eligible to begin employment before the background check has been finalized. However, continued employment will be contingent upon the results of your reference/background check from The Building People, LLC. Your position may require special credentialing, clearance, and access as a condition of employment. In the event the government or client does not sponsor or approve your clearance, it may result in termination of your employment.
We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, 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 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.