A client of Insight Global is seeking a skilled PART-TIME (~16 hours/week) Administrative/Executive Assistant for a wholesale distributor of electrical products & equipment. We are looking for an organized and proactive administrative professional supporting a growing construction business by managing communications, coordinating with vendors and customers, handling project documentation, preparing reports, assisting with certification and scheduling needs, and ensuring efficient operations with a customer-focused approach.
Core Experience and Skills
- Industry familiarity: Experience in the construction sector, preferably with a company that sells material supplies or works with distributors/manufacturers.
- Quote support: Ability to review quotes, and send professional, accurate quote emails to customers.
- Email and communication management: Monitoring email throughout the day (ideally hourly), prioritizing messages, drafting responses, flagging urgent items, and keeping communication flowing.
- Status updates: Providing clear daily or weekly updates on tasks completed, upcoming deadlines, and items that require my attention.
- File and project organization: Creating and managing project folders, pulling attachments from emails, filing documents properly, and maintaining an organized structure across all platforms.
- Work-in-Progress (WIP) reporting: Helping compile and gather data for WIP reports, including tracking open POs, shipments, invoices, and project statuses.
- Data and report analysis: Pulling basic reports from QuickBooks (such as open invoices and sales summaries) and preparing simple, accurate summaries.
- Certification support: Assisting with small business certification maintenance and renewal documentation.
- Customer service and outreach: Supporting small outreach initiatives or touchpoints to help nurture customer relationships.
- Professional demeanor: Warm, kind, and friendly in all communication. Our customer experience is one of the key things that differentiates BRAAV.
- Forward-thinking, detail-oriented, and diligent: Someone who sees what needs to be done without waiting to be asked, follows through, double-checks their own work, and avoids dropped balls.
Additional Priorities I Would Value
- Calendar and meeting management: Actively owning my calendar, scheduling meetings, preparing me in advance, and preventing scheduling conflicts.
- Task prioritization: Helping me keep track of deadlines, commitments, and follow-ups so nothing slips through the cracks.
- Vendor and partner coordination: Communicating with suppliers, subcontractors, and partners when information needs to be gathered or clarified.
- Light project oversight: Tracking milestones, checking status updates with internal and external partners, and ensuring alignment.
- Standard operating procedures (SOPs): Helping create and maintain basic SOPs as we continue to grow, so processes become more efficient and repeatable.
- Travel planning: Coordinating itineraries, confirmations, and logistics, especially for business events, conferences, and project site travel.
- Professional discretion: Ability to handle sensitive business information, maintain confidentiality, and use sound judgment.
REQUIRED SKILLS AND EXPERIENCE
- Experience working in the construction industry (electrical supplies preferred)
- Proven email management experience - Strong organization skills
