Executive Assistant/Admin Job at CertaPro Painters of Olympia, WA in Olympia

Benefits:

• Paid time off
• Parental leave
• Training & development

CertaPro Painters is a leader in the residential and commercial painting industry throughout North America. We are an organization of professional painting contractors specializing in beautifying homes and buildings; interiors, exteriors, commercial, offices, and condominiums. Our success has been built on the foundation of delivering certainty to our customers certainty of a job well done. We focus on the details of every project and most importantly, we focus on our clients.

Overview:
This position is for the CertaPro Painters of Olympia location, one of over 350 CertaPro franchises. We are proud to be a minority female owned business that is run by our Veteran family. We are seeking a dedicated Executive Assistant/Admin to provide administrative support and assistance to the owner of this local franchise. The ideal candidate will be highly organized, detail-oriented, and proficient in various administrative tasks. This position will require you to wear many hats. If you are a dynamic person who thrives in a learning environment and take pride in your work, we'd like to hear from you.

Responsibilities:

• The Personal Executive Assistant will provide administrative support to the CEO:
  • Calendar Management: Manage and coordinate executives' schedules, appointments, and travel arrangements
  • Communication: Act as the point of contact between executives and internal/external clients
  • Draft emails, reports, and presentations
  • Meeting Preparation: Organize and prepare for meetings, including agenda creation, taking minutes, and following up on action items
  • Travel Coordination: Arrange travel, accommodations, itineraries,
  • Expense Management: manage receipts and expense reporting
  • Manage office supplies, package deliveries and run errands
• Create sales packages, send and schedule estimates for Sales Associates
• Send estimate follow up letters to customers with Sales Associates direction.
• Ensure all marketing tactics are executed as per the Companys Annual Marketing Plan.
• Ensure all customer mailing lists are up to date.
• Perform commercial telemarketing.
• Maintain inventory and update all point of sale material.
• Order paint and materials with Production Associates direction.
• Issue Purchase Orders (POs).
• Pay all bills and maintain all files.
• Manage paperwork for new hires and terminated employees.
• Conduct constant follow ups with customers.
• Participate in regional or national on-going training conferences/meetings
• Confidentiality: Handle sensitive information with discretion and maintain a high level of professionalism
• Documentation: Create and maintain standard operating procedures (SOPs)

Qualifications/Certifications:

• Experience in executive support, social media and digital marketing
• Technical Skills: Proficiency in MS Office Suite (Excel, PowerPoint, Word, Outlook)
• Communication: Strong verbal and written communication skills with an ability to interact professionally with all levels of an organization
• Excellent organizational and time management skills, with the ability to manage competing priorities and deadlines
• A quick learner who is also reliable and responsible
• A proactive approach to identifying potential issues and proposing solutions
• Ability to handle confidential and sensitive information appropriately
• High school diploma or GED
• College degree a plus
• Spanish Speaking a plus
• Proficiency in QuickBooks (preferred)
• 5+ years of assistant experience (preferred)

Each CertaPro Painters business is independently owned and operated.