Executive Assistant & Administrative Coordinator
17 days ago
Anaheim
Job Description Position Overview This role provides high-level executive support, handles day-to-day administrative functions, assists with basic financial tasks, and coordinates internal operations. The ideal candidate is organized, proactive, and comfortable working in a dynamic environment. Executive Support • Manage executive calendars, schedule meetings, and coordinate priorities, • Prepare emails, reports, correspondence, and presentations, • Arrange travel, meetings, and event logistics, • Serve as communication support and follow-up manager for executives Administrative Coordination • Maintain office operations, supplies, vendor communication, and equipment, • Manage organized digital and physical filing systems, • Coordinate team meetings, employee onboarding, and internal communication, • Collect receipts, invoices, and AP/AR documentation, • Support entry preparation and coding for QuickBooks Online, • Assist with expense tracking and basic job costing documentation, • Assist with proposals, RFP/RFI preparation, and client documents, • Help maintain project folders, records, and reporting, • Provide occasional scheduling or dispatch support as needed Required: • 5+ years of executive or administrative support experience, • Strong written and verbal communication skills, • Proficiency in Microsoft Office, including strong Excel skills (sorting, filtering, formulas, spreadsheets), • Experience with QuickBooks Online (QB Online) or similar accounting platforms, • Excellent organizational skills and attention to detail, • Ability to prioritize and manage multiple deadlines, • High level of professionalism, discretion, and confidentiality Preferred: • Experience in construction, trades, service industries, or low voltage, • Basic understanding of accounting, job costing, or AP/AR workflows, • Experience supporting multiple executives or departments Key Traits for Success • Proactive, resourceful, and solution-oriented, • Able to work independently and handle shifting priorities, • Strong interpersonal and teamwork skills, • Positive attitude with a willingness to help wherever neededCompany DescriptionNSVIT is a fast-growing low-voltage construction and technology company supporting multi-family, commercial, industrial, and healthcare clients. We’re seeking a detail-oriented Executive Assistant & Administrative Coordinator to support our executive team while keeping our operations running smoothly.NSVIT is a fast-growing low-voltage construction and technology company supporting multi-family, commercial, industrial, and healthcare clients. We’re seeking a detail-oriented Executive Assistant & Administrative Coordinator to support our executive team while keeping our operations running smoothly.
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