EXECUTIVE ASSISTANT
6 days ago
Syracuse
Job Description In addition to the annual salary this position is eligible for an annual bonus. The Hayner Hoyt Corporation () is seeking an experienced Executive Assistant to join our Team. We are a commercial construction company in Central NY and our 55+ years of success is because of our people. We don’t just build buildings, we build careers. For the past 18 consecutive years, we have earned the distinction of being one of the Best Companies to Work for in New York State as nominated by our employees. This position is responsible for providing administrative support for the Executive Leadership Team. Responsibilities include maintaining schedules, coordinating meetings and preparing correspondences and documents. This position will exercise a high degree of discretion and maintain confidentiality of information. Responsibilities: • Responsible for maintaining and coordinating schedules for the President, Chairman, COO and VP Operations. This includes coordinating and scheduling meetings and appointments. Sending out reminders and confirming attendance. Arranging meeting spaces and moving meetings as needed, • Monitor incoming mail and phone calls and advise when matters require immediate attention. Assist Chairman with general office tasks, copies, printouts, scans etc., • Responsible for coordinating meetings: Prepare agenda and handouts, set up conference calls with call-in numbers, and send meeting planners. Ensure conference rooms are prepared and set up with IT access and refreshments/meals. Assist with PowerPoint presentations and taking meeting minutes as needed., • Collect and distribute mail for the executive team, including distribution of the outbox mail. Send out plans, documents and other information as requested. Pick up checks, documents and drawings from clients as requested., • Prepare draft communications: memos, emails, reports or other correspondence for review. Assist with various operation reports for distribution and filing., • Create and maintain project files, assisting with organizing of the files, estimates, logs, etc., • Provide back up for receptionist and production administrative assistance as needed., • Assist in planning and organizing company events such as meetings, lunches, parties, banquets, monthly celebrations, golf tournaments and office activities., • Coordinate travel with accommodation arrangements and prepare expense reports for the executive team as needed., • Manage the Company’s season tickets for sports, concerts and plays. Coordinate ticket distribution, show information, food ordering etc., • Order, manage and distribute company swag ensuring appropriate quantities are ordered and budget is maintained. Includes managing the online company store: updating products for variety, granting access to employees and managing their allowances. Collect the invoices for differentiating accounts and cost codes for accounting department., • Building Management with meeting minutes, bank deposits, furniture purchases and other administrative support as needed., • Maintain company vehicle maintenance record, service performed, updates to insurance and registrations, and recall notices. Arrange repairs and cleaning as needed., • Prepare work space for new employees to include name decals, cleaning, ordering supplies and providing company reference materials., • Coordinate quarterly community committee meetings to plan volunteer events for employees that increase our company’s exposure to community support., • Responsible for coordination of company record archives including warehouse storage, recording destruction dates and implementing appropriate destruction according to retention policy., • Assist Estimating Department with sending, tracking and follow up of Subcontractor qualification packets. Prepare documents for the Presidents’ approval., • Create owner contracts including exhibits of drawings, specifications and insurance certificates for distribution and execution. Monitor the process status and maintain original signed copies in a fireproof safe., • Locate billing backup for owner billing for the President. Minimum Job Qualifications: • HS diploma or equivalent required., • Associates degree or equivalent combination of education and work experience preferred., • 3-5 year’s office, administrative, executive experience and/or experience required., • In depth understanding of entire MS Office Suite., • Excellent ability to communicate effectively, both orally and in writing., • Strong organizational skills including the ability to manage multiple projects and details simultaneously while establishing priorities., • High commitment to providing outstanding customer service to clients and coworkers, • Ability to develop and maintain recordkeeping systems and procedures., • Ability to create, compose, and edit written materials., • Requires strong ability to maintain confidentiality of information and materials., • Excellent attention to detail., • Notary Public State of New York designation desirable. We offer a collaborative environment focused on career and professional development with competitive salary & year-end bonus. Our comprehensive benefit package includes: low cost health, dental and vision insurance, company paid life insurance, 401(K) savings with company match, generous paid time off and holidays, short term and long disability, pet insurance and voluntary accident, cancer and hospitalization plans. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.