Performs administrative duties for the executive management team as directed. Responsibilities may include managing calendars; making travel and meeting arrangements; assisting in the management of the physical office spaces, support of vehicle fleet and other assets. Requires strong computer and technology skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, clients, outside consultants and vendors. Must maintain confidentiality and security of sensitive information.
Duties and responsibilities included but not limited to:
Executive Assistant Duties
• Schedule and organize meetings and events with staff and clients.
• Schedule and coordinate meetings, meals, travel, and department activities for the executive management team. Prepare meeting spaces to be ready for complex meeting engagement, including audio, video, and presentation software supporting a mixed team of in person and remote engagement.
• Assist executive management team in administrative functions including filing, scanning, accounting/project data entry, legal documents and other administrative duties as directed.
• Work independently and within a team on special and nonrecurring and ongoing projects. Coordinate on special projects, at the request of the executive management team, which may include; planning and coordinating multiple presentations, gathering and/or disseminating information, and organizing company events.
• Maintain strict confidentiality of sensitive corporate information
• Organize company sponsorship, events, conferences and outreach activities in databases, and report and remind executives of corporate priorities through the year.
• Support in timesheet, expense reports and expense tracking.
• Responsible for coordination of the vehicle fleet program in conjunction with the Operations team, to help with tracking and maintaining of company vehicles.
• Act as a liaison between Office Leads and IT group to ensure hardware and software needs are met for staff.
Facilities Duties
• Research and recommend the procurement of and arrange for maintenance of office equipment, office furniture & fixtures.
• Manage the maintenance of corporate buildings and facilities.
• Coordinate and organize the parking needs associated with office locations.
• Supervises the maintenance and alteration of office areas and equipment, and provides assistance with layout, arrangement and housekeeping of office facilities.
• Manage, direct, and control maintenance tasks in accordance with company needs and priorities.
• Assist in the planning and coordination of leasehold use and/or improvement activities.
• Responsible for planning and coordination of personnel office location relocations.
• Substitute for, or assist with, any of the administrative duties of the office.
• Any other tasks assigned to help in the efficient organization of the office.
Requirements
Qualifications/Requirements:
Two years of college/trade school or the equivalent. Three years relevant experience.
Must work well under pressure, meeting multiple and sometimes conflicting deadlines and shall, at all times, demonstrate cooperative behavior with colleagues and supervisors.
Must be motivated self-starter with high level of interpersonal skills and judgment to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, diplomacy, discretion, and competency.
Exhibit considerable initiative, independent judgment, attention to detail, knowledge of company policies, practices and organization, and desire to learn.
Must be able to interact and communicate with individuals at all levels of the organization. Must be willing to travel to physical office locations as requested.
Must have knowledge of a variety of computer software applications and be proficient in word processing, spreadsheets, database and presentation software (MSWord, MSTeams, Excel, Access, and PowerPoint). Knowledge of Deltek Vantagepoint a plus.
Work requires continual attention to detail in organizing data, providing recommendations, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to prioritize and complete multiple competing tasks and demands.
The pay for this position has a range of $26.00/hr to $34.00/hr the actual offer will carefully consider a range of factors, including your skills, qualifications, and experience.
Benefits
At FHU we seek to provide a benefits package that helps our team maintain a healthy work-life balance – a concept that is a guiding principle for us. Employees enjoy benefits including:
- Medical/RX, HSA, Dental, Vision, Life, and Disability; all of which FHU contributes a significant portion towards or, for some plans, covers 100% of the premiums
- Generous Vacation and Sick leave programs
- 401(k) with employer match
- Adoption Assistance program
- Flexible schedules & Remote works options
- Professional and career development opportunities including tuition reimbursement for continuing education.
- Support of employee participation in professional and technical societies & various civic organizations.
- Reimbursement of professional certification and registration fees.
FHU Employees are encouraged to participate in a variety of internal committees which include groups such as the Technology Committee, CAD Committee, FHUlanthropy Committee and the FHUn Committee, which plans multiple events that keep energy (and bragging rights) high and helps us remain a tight-knit team. We also enjoy many opportunities to socialize at various FHU sponsored events throughout the year.