Classification
Non-Exempt
Reports to
Growth Management Officer
Summary/Objective
The Construction Executive Assistant provides high-level administrative support for the construction, facilities and real estate team to ensure they can efficiently accomplish key tasks and company initiatives. This person will work with the Growth Management Officer, and other team leaders to keep special projects on track, create and manage documents and presentation materials, support the Executive Assistants to the CEO and COO, and ensure strong internal communication.
Essential Functions
- Work directly with the Growth Management Officer to support all aspects of their daily work routine as needed.
- Provide coordination, monitoring, and communication of projects and programs managed by the construction, facilities and real estate team.
- Complete a variety of special projects including creating PowerPoint presentations, construction and real estate spreadsheets, special reports, and agenda material.
- Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
- Manage the organization’s vendor database, including execution of subcontractor agreements, maintenance of updated certificates of insurance and other paperwork as needed for all vendors.
- Process releases of lien at construction project completion prior to sale of all properties.
- Conduct research and create reports of findings related to company and executive projects.
- Manage internal company communications through email and teams.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Organize and prepare for internal and external meetings, including gathering documents and attending logistics meetings.
- Coordinate travel and accommodation arrangements for staff.
- Prepare, reconcile, and submit credit card and expense reports.
- Purchasing for special projects, events, and meetings.
- Handel printing, mailing/ overnighting packages, copying, and filing both paper and digital documents.
- Answering phone calls to the main line in a polite and professional manner.
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
- Maintain confidential and sensitive information.
- Support the Executive Assistants to the CEO and COO with communications, events, document creation, scheduling, and meetings.
- Conduct adhoc projects as assigned.
Competencies
- Passionate about the Habitat for Humanity mission and purpose.
- High energy and the ability to function effectively with a minimum of daily direction and support. Can solve problems and make decisions independently in a creative and effective manner.
- Proficient in the full Microsoft Office Suite including PowerPoint.
- Excellent verbal and written communication skills.
- Detail oriented and able to balance the details of multiple projects at one time.
- Internal & external customer service skills.
- Strong time management skills.
- Enthusiasm, team-oriented, and detailed.
- Ability to work with diverse groups of people.
- Ability to work both independently & in a team environment.
Supervisory Responsibility
This person has no supervisory responsibilities.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands
The position requires sitting for extended amounts of time and working on a computer/typing. The ability to stand for extended periods of time may also be required. The employee must also occasionally lift and move up to 40 pounds.
Position Type/Expected Hours of Work
This is a full-time, salaried position and the office hours of operation are Monday through Friday, 9 a.m. to 5 p.m. Some early mornings, evenings, and weekends may be required.
Travel
Travel, if any, is primarily local during business hours and mileage is reimbursed.
Required Education and Experience
Highschool diploma or GED
Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Prior experience supporting a C-Level executive
Operations experience
Must obtain Anti-Money Laundering certificate within first 90 days and maintain annually; training provided by Habitat.
Must obtain Safeguarding certificate within the first 90 days and maintain annually training provided by Habitat
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Office Location
Headquarters: 4116 Silver Star Rd. Orlando, FL 32808
To apply:
Please visit our website at www.habitatorlando.org/employment to apply. All resumes will be reviewed upon receipt.
Habitat for Humanity Greater Orlando & Osceola County, Inc. is an equal opportunity employer and seeks to employ and assign the best qualified personnel for all our positions in a manner that does not unlawfully discriminate against any person because of race, color, religion, gender, marital status, age, national origin, physical or mental disability, sexual orientation, veteran/reserve national guard status, or any other status or characteristic protected by law.
Habitat Greater Orlando & Osceola County Core Values
WE... lead our core values as WE are a team operating together. WE are the foundation that the core values are built upon; these values do not apply to or represent just one of us - they apply to all of us. Only as a team will we succeed.
Deliberate
- Planful – You look forward and work not only on what is in front of you, but also what is on the horizon.
- Measured – You pay attention to the little details that make a big difference.
- Levelheaded – You do things the right way, even when it’s not the easy option.
Honorable
- Candid – You point out issues, along with possible solutions.
- Transparent – You own your mistakes and learn from them.
- Trustworthy – You do what you say you are going to do.
Nimble
- Empowered – You accept the independence and responsibility to excel.
- Creative – You integrate process improvements and innovations into project enrichment.
- Flexible – You welcome opportunities to broaden your skill set and gain new perspective.
Optimistic
- Positive – You embrace opportunities to positively elevate others.
- Fun – You work hard…but have fun doing it.
- Playful – You incorporate a spirit of adventure and playfulness into your work when appropriate.
Tenacious
- Diligent – You are mindful about the details and show care and enthusiasm for big and small projects alike.
- Dedicated – You champion perseverance in all that you do.
- Driven-You make sure that the job gets done even when there are obstacles or tight deadlines.