Company Overview:
We are a third-party facilities maintenance business with a fully remote team, dedicated to providing high-quality services to clients across the U.S. Our partners collaborate to drive operations, but we're seeking a strong assistant to support our operations lead in streamlining productivity and communication in a fast-paced environment.
Job Summary:
As an Executive Administrative Assistant, you'll provide high-level support to our operations team, handling administrative tasks, facilitating communication with remote employees, and ensuring smooth operations. This role requires exceptional organizational skills, the ability to follow directions precisely, strong communication abilities, and resilience in a dynamic environment where efficient delegation and streamlined processes are essential. You'll act as a key liaison, helping to boost team productivity in our remote setup.
Key Responsibilities:
- Managing executive team schedules, including coordinating Google Meets, virtual meetings, and deadlines for remote team members.
- Handle email correspondence, document organization, and data entry using tools like Google Workspace (Docs, Sheets, Drive), spreadsheets (e.g., Google Sheets or Excel), and Adobe for PDF management and editing.
- Serve as the primary communicator between the operations management team and remote employees, relaying instructions, feedback, and updates to support effective team collaboration.
- Track and report on team productivity metrics, such as task completion and project timelines, to help address remote management challenges.
- Organize virtual team events or check-ins to foster better remote collaboration.
- Assist with ad-hoc tasks, including research, invoice tracking, and coordinating with vendors for facilities services.
Requirements:
- Proven experience (2+ years) as an administrative or executive assistant, preferably in a remote or facilities/maintenance related role.
- Strong organizational skills with the ability to prioritize tasks and follow directions meticulously.
- Excellent communication skills, both written and verbal, with experience acting as a liaison in remote teams.
- Resilience and toughness to handle a fast-paced work dynamic, including adapting to concise directives and managing priorities effectively.
- Proficiency in essential software: Google Workspace (including Google Meets), spreadsheets (Google Sheets/Excel), Adobe Acrobat/PDF tools, and basic office suites (e.g., Microsoft Office).
- Ability to work independently in a fully remote environment, with reliable internet and a quiet workspace.
- High school diploma required; associate's or bachelor's degree in business administration or related field preferred.
- Availability during standard business hours (EST).
Compensation and Benefits:
- Competitive salary: Commensurate with experience and qualifications.
- Fully remote position with flexible paid time off.
How to Apply:
Submit your resume, cover letter explaining why you're a fit (especially for remote communication and handling dynamic priorities), and references via email to - Steve.Stone@swiftfacilitiesmaintenance.com
