Executive Assistant For Building Maintenance Company | Executive Assistant - Mexicaltzingo

Requirements:
We are a full-service building maintenance company on the path to expanding into government contracting. With several successful years in the commercial sector, we are now looking to hire an Executive Assistant to support our entrepreneurial journey, and to be a great implementer of what our founder/director/ visionary is working on. Recently awarded a Minority certificate, we are gearing up for new business opportunities.

Qualifications:

• • Prior experience in a similar role as an Executive Assistant or related administrative position.
• • proficiency in the Microsoft 365 app, Word, Excel, Planner, etc.
• • Strong organizational skills and the ability to manage multiple tasks efficiently: Exhibit meticulous attention to detail in all tasks, ensuring accuracy and precision.
• • Proficiency in using CRM tools, with specific experience in HubSpot being a plus.
• • Familiarity with government bidding processes and diverse business certifications.
• • Excellent written and verbal communication skills.
• • Capability to adapt and learn quickly, especially in government contracting procedures.

Personality Strengths (Execution Category):

• • Take initiative in identifying areas for improvement and implementing solutions.
• • Detail-oriented with the ability to manage complex tasks independently.
• • Positive attitude towards tasks and challenges.
• • Achiever mindset.
• • Have a figure it out mindset aka Be Resourceful
• • Ability to build and maintain relationships.

Work Schedule:
Regular business hours, flexible from 9 am to 6 pm est

Responsibilities:

• • Work closely with the CEO on various administrative tasks to streamline day-to-day operations.
• • Applications and Certifications: Oversee the submission of applications for certifications from various authorities.
• • Assist in preparing new detailed commercial contracts, proposals, and applications (including pricing) and organizing the existing ones.
• • Aid in the preparation of Government Contracting Documents, including but not limited to RFPs and diverse business certifications. Read and comprehend project requirements to ensure seamless execution.
• • CRM Setup: Work on the setup and management of HubSpot CRM, following existing manuals. Implement this by ensuring its optimal use for organizational efficiency.
• • Service management software setup and implementation: Manage your field, crew, office, work, employee, attendance, and more with customized settings and automation
• • Support in sorting and managing contacts, resumes, references, and other essential documents.
• • Handle communication with potential clients and participate in networking activities.
• • Uphold the company's positive reputation by ensuring meticulous attention to detail in all tasks.
• • Phone System and Organization: Set up a comprehensive phone system, including extensions and professional greetings.
• • Customer Interaction and Pricing Structure: Comfortably communicate with customers, understanding their needs and ensuring satisfaction.
• • Employee Handbook: Contribute to the creation of an employee handbook, especially focusing on PTO and sick leave policies.
• • Employee Reports: Compile and organize employee reports.
• • Teamwork: Collaborate with existing virtual assistants to optimize efficiency in routine tasks.
• • keep track of all tasks, and projects- be sufficient in Asana, and Microsoft Planner