Executive Assistant

Executive Assistant

The Executive Assistant is responsible for performing a variety of administrative duties, assisting the implementation and execution of the Executive's goals and activities in a timely manner. In supporting ACCO's organizational needs on behalf of the Executive, this role should be comfortable and flexible in taking the initiative with a variety of assignments, assisting with projects within their department, and at times may provide project support within other corporate departments as needed.

Essential Duties & Responsibilities

• Schedule and coordinate meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation material, scheduling caterers (where applicable), take meeting notes, and other relevant materials. Follow-up on action items from meetings on behalf of the Executive.
• Calendar management - Plans, coordinates, and ensures that the Executive's schedule is followed and respected by providing gatekeeper / gateway support and creating win-win situations for direct access to each person's time / office.
• Provides a bridge for smooth communication between the Executive and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Support, collect, organize, and analyze information from various departments as needed.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks.
• Prioritizes conflicting needs - Handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• General administrative duties such as typing and photocopying general correspondence including letters, proposals, presentations, reports, agreements, contracts, and memos from notes or dictation.
• Develop, edit, copy, and assemble work products, which include (but are not limited to): proposals, submittals, manuals, presentation packages, marketing materials, legal documents, reports, etc.
• Send and/or distribute various correspondence via the most appropriate method.
• Arrange travel plans and itinerary and complete expense reports.
• Maintain accurate filing system and document control.
• Plan, coordinate, organize and help at various company events and celebrations.
• May provide support to other departments on assignments, special projects, committees, or other organizational needs.
• Maintain department office environment and replenish office supplies.
• Other tasks and duties as assigned by supervisor and/or upper management.

Position Requirements (Skills, Work Experience, Education, Certifications, Licenses, etc.):

• Bachelor's degree or equivalent work experience.
• 3+ years of previous executive support experience, preferably in a mechanical contracting or construction environment.
• Ability to maintain confidentiality as needed when required by the nature of work conducted.
• Extensive computer knowledge
• Microsoft Office including MS Word and MS Excel Word
• Able to utilize applications on handheld communication devices (smartphones, tablets, etc.)
• Able to utilize Google applications including Gmail, Google Calendar and Google Docs.
• Internet Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
• Able to edit works in Adobe Writer or similar programs
• Strong written communication skills.
• Attention to detail and ability to organize data.
• Able to demonstrate consistent and reliable attendance.
• Able to learn new programs and processes.
• Demonstrated experience with producing and editing work product documents with accuracy.
• Well organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Ability to work overtime when required.
• Regular and routine attendance.

ACCO Competencies:

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility, and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

Physical Requirements:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include Close vision and Distance vision.
• While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of filling photocopier/printers).
• The employee is occasionally required to reach above shoulder height to access storage cabinets and mail cubicles.

Hours:

This is a non-exempt position. Workdays are scheduled from Monday through Friday. Typically, work hours begin and end between 7:00 am and 5:00 pm as scheduled with the position's supervisor, with a minimum thirty-minute and maximum one-hour break for lunch, and two rest breaks. Occasional overtime may be necessary per business needs.

Travel:

0 -5% of the time to and from the primary office to other ACCO offices or facilities.

Competitive Wages:

$41.32 to $52.77 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

About Us

Why join ACCO? ACCO Engineered Systems is one of the largest mechanical contractors in the country. Since 1934, owners and builders have selected ACCO to design, install, and maintain more than 250,000 mechanical projects. ACCO is dedicated to the design, fabrication, installation, maintenance and service of commercial and industrial HVAC, refrigeration, plumbing, process piping, and building automation systems. Whether your project is a low or high-rise office building, a shopping mall, hospital, semi-conductor fabrication facility or pharmaceutical manufacturing plantACCO can design, build, install, and maintain a mechanical system to meet your needs.

Here at ACCO, we are a part of something bigger. Just ask our customers: California Academy of Sciences, L.A. Live, and San Francisco 49ers Stadium. While we have been around for 80+ years, we continue to grow at a dynamic pace. And we are looking for talented individuals to join our team. What's great about working at ACCO is that we're a big enough company to be the leader in HVAC mechanical contracting in California and the Southwest U.S., but as a 100% employee-owned ESOP, we're a private company with