Executive Assistant

About Allana Buick & Bers, Inc.

Allana Buick & Bers, Inc. (ABB) is a prominent Architectural Engineering firm with over 35 years of experience focused on enhancing building performance. Our expertise lies in all exterior facade trades, including curtain wall and glazing, roofing and waterproofing, HVAC and plumbing, energy efficiency, structural engineering, and construction management. We provide services such as investigation, testing, engineering design, and producing construction documents for both remedial and new construction projects. Our efforts aim at extending building lifespans, lowering operating costs, and minimizing construction risks.

Role Overview and Responsibilities

We are seeking an Executive Assistant/Project Administrator to offer administrative support to our executive team and assist our North Carolina office by managing information flow and document organization. The ideal candidate will work independently, anticipate company needs, and comply with organizational policies.

• Facilitate communication between executives and company employees or clients by managing information exchange.
• Oversee internal and external communication materials including memos, emails, presentations, proposals, and reports.
• Review proposals to ensure their content, grammar, coherence, and format meet company standards.
• Coordinate daily executive schedules, organize meetings, travel, and speaking engagements to ensure adherence to agendas.
• Manage incoming phone calls and correspondence distribution.
• Monitor project progress and collaborate with project teams to resolve issues.
• Develop and maintain comprehensive project administration documents such as contracts, insurance certificates, and work orders.
• Prepare and issue construction agreements and track their status.
• Set up client vendors in the system and process new project work orders.
• Generate weekly variance reports, analyze for potential issues, and follow up accordingly.
• Implement utility rebate and incentive processes for clients.
• Administer quality assurance programs post project completion.
• Build strong relations with contractors, vendors, and clients.
• Support daily office operations including managing supplies, mail collection, coordinating special events, overseeing bi-weekly cleaning, assisting sub-tenants, and maintaining a visitor-ready workspace.

Qualifications and Skills

• Associate degree or equivalent relevant experience.
• Experience supporting senior executives such as CEOs or Presidents is strongly preferred.
• Proficiency in managing complex schedules including office and travel arrangements.
• Highly motivated, well-organized, and capable of multitasking effectively.
• Proactive problem-solving skills regarding operational challenges.
• Advanced organizational and time management abilities.
• Strong Microsoft Office skills with emphasis on Excel.

Additional Information

ABB offers extensive opportunities for professional growth, learning, and advancement. We provide a comprehensive and competitive benefits package. We value diversity and are an equal opportunity employer.