Executive Administrative Assistant (100% Remote)

Job DescriptionJob DescriptionABOUT FIRST CHOICE SURVEYINGFirst Choice Surveying is a Florida land surveying company. Our office team works remotely, and our field crews survey residential properties across the state. Our standard is simple: quality, reliability and efficiency on every order.POSITION SUMMARYThe Executive Administrative Assistant is the right hand of the Director of Operations. You keep his calendar, meetings, inbox and files organized so he can focus on running field and office operations. You will prepare and document meetings, handle routine communication, keep documents in order and prepare recurring reports. When the work connects to the Director, you will also give light support to other managers.This is a focused administrative support role. The right person is organized, dependable and discreet, comfortable working on their own from home, and quick to learn the company’s systems and routines.KEY RESPONSIBILITIESAREAWHAT IT INVOLVESScheduling and calendar coordinationManage the Director of Operations’ calendar: schedule, confirm and reschedule meetings and callsResolve conflicts and protect time for his prioritiesSend meeting invitations with the right attendees, links and materialsGive him a clear view of the day and week aheadMeeting preparation and documentationPrepare agendas and gather materials before meetingsTake notes and record decisions and action itemsSend follow-ups and track open items until they are closedEmail and communication supportMonitor and organize routine email for the DirectorDraft responses for his review and route messages to the right personFlag time-sensitive items so nothing is missedCommunicate professionally with staff, clients and vendors on his behalfDocument management and organizationKeep files organized and easy to find in Microsoft 365 and SharePointFollow the company’s naming, filing and version practicesHandle confidential documents with careReport preparationEnter data accurately and prepare recurring reports in the company’s formatCheck reports for accuracy before they go outDeliver reports on scheduleGeneral administrative supportHandle day-to-day administrative tasks for the Director of OperationsSupport other managers with tasks connected to the Director’s workKeep simple trackers and lists currentTake on other related administrative duties as assignedSCOPE OF THE ROLEThis role stays within administrative support for the Director of Operations. Human resources work such as new employee setup and employee documents is handled by the company’s HR partner, not this role. Duties outside administrative support are not part of this position unless this description is formally updated.WHAT SUCCESS LOOKS LIKEFIRST 30 DAYSDAYS 31 TO 60DAYS 61 TO 90Owns the Director’s calendar and schedulingHandles general administrative requests reliablyCompletes the training videos and learns the company’s systemsPrepares and documents the Director’s meetingsManages routine email with little directionTracks follow-ups until they closePrepares recurring reports in the company’s formatKeeps documents organized to company practiceWorks independently across all six areasSKILLS AND COMPETENCIESOrganization:juggles several priorities and deadlines without dropping details.Communication:writes clear, professional email and speaks with confidence on the phone and video calls.Discretion:handles confidential information, including leadership email and documents, with care.Accuracy:enters data and prepares reports carefully and checks the work.Ownership:follows through, anticipates what is needed next and asks when unsure.Self-direction:stays productive and responsive while working remotely.Learning:picks up new systems and processes quickly from written and video training.QUALIFICATIONSRequiredWorking experience with Microsoft 365, including Outlook, Word and ExcelClear, professional written and verbal communicationStrong organization and time managementFlorida residencePreferred1 to 2 years of administrative experienceCalendar and meeting management for a manager or executiveData entry and reportingSharePoint experienceWORK ENVIRONMENT AND REMOTE SETUPRemote, computer-based work from a home office in FloridaReliable high-speed internet and a quiet, private workspace suited to confidential workAvailable by phone, email and video during scheduled hoursExtended periods of computer and phone workPAY AND BENEFITS$20.00 to $23.00 per hour, based on experience. Eligible for company benefit plans. Enrollment is completed within the first 30 days of employment, and coverage begins the first of the month after 90 days.EMPLOYMENT INFORMATIONAny offer is contingent on a successful background check. First Choice Surveying participates in E-Verify and is an equal opportunity employer.This description covers the main duties of the role. It is not a complete list, and duties may change as business needs change. It is not a contract of employment.