Executive Assistant Job at Robert Half in Charlotte

We are seeking an EXPERIENCED Executive Assistant to join our team located in Charlotte, North Carolina. As an integral part of our team, you will provide comprehensive support to ensure smooth operations within our organization. This role offers a contract to hire employment opportunity, providing an exciting chance to contribute to ambitious projects in a dynamic environment.

Responsibilities:

• Coordinate and manage scheduling and calendar management tasks, including meetings, events, personal appointments, and networking requests.

• Handle last-minute schedule changes and conflicts, ensuring seamless calendar adjustments.

• Oversee administrative and clerical support, including maintaining records, taking notes, tracking tasks, and organizing project or meeting information.

• Regularly monitor and manage email communications, filtering unsolicited messages, flagging high-priority emails, and drafting responses as needed.

• Assist with light financial tasks, including managing invoices, preparing checks for signing, managing payments, and supporting financial management in coordination with the bookkeeper or accountant.

• Maintain the internal contact database to keep information accurate and updated.

• Collaborate with legal teams to deliver contracts, amendments, escrow confirmations, and key documents promptly.

• Utilize various systems and tools such as ADP - Financial Services, Cisco Webex Meetings, Concur, CRM, Kronos Timekeeping System, About Time, and others to enhance efficiency and effectiveness.

• Provide support on special projects as needed, demonstrating skills in calendar management, communication, conference calls, correspondence, and working knowledge of the construction industry.

Please note that these responsibilities are not exhaustive and may be subject to change based on the needs of the Owner and leadership team.

• Proficiency in handling financial documentation is required

• Knowledge of Paychex for expense management

• Experience with CRM for customer relationship management

• Experienced in project management

• Ability to manage calendars effectively

• Excellent communication skills for internal and external correspondence

• Experience conducting conference calls

• Transferable skills within the construction industry

• Ability to manage special projects from inception to completion