We seek to make best of class products in our chosen field.
**Job Title:** Executive Assistant
Overview
We are a rapidly growing Reclaimed Wood company. We produce various reclaimed wood products including flooring, beams and siding. We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the CEO. The ideal candidate will be a detail-oriented professional capable of managing multiple tasks efficiently in a fast-paced environment. The candidate will be comfortable in the office or out in our production facility. The candidate will be comfortable interacting with high end customers, designers, architects and contractors.
Duties
General Communications Support:
- Compile and document incoming messages, phone calls, voicemails, follow-up requests, memos, and emails.
- Manage and prioritize CEOs emails daily, ensuring important messages are not missed.
- Delete junk emails and send appropriate responses, such as informing clients of follow-up timelines.
- Screen phone calls, provide information, and answer questions to minimize interruptions.
- Check voicemail messages on cell and office phones, providing written summaries.
- Interact with customers to understand issues and relay the scope of the problem.
Administrative Support:
- Set up and maintain a filing system for important documents.
- Print forms and individual order specification documents as needed, distributing them to relevant production parties.
- Occasionally drive to pick up or drop off items.
- Maintain and organize the office area, including samples and documents.
- Manage meetings and keep track of leads, suppliers, and other important information.
- Create copies, scan files, and complete document-related tasks.
- Perform administrative tasks for other team members as needed.
- Improve overall office efficiency.
Sales Support:
- Track responses to quotes and ensure timely follow-up on potential deals.
- Assist in tracking of big leads and maintain contact with clients.
- Provide periodic updates to clients.
- Locate and send out samples.
- Assist walk-in customers with their needs.
Production Support:
- Interact with the production team on behalf of the CEO.
- Hand out new order details and check on the progress of orders, reporting back as needed.
- Inspect orders and verify measurements as trained.
Social Media Support:
- Assist with taking videos and posting on Instagram and Facebook.
Other:
- Support the CEO in various functions, including supplier communications, internet research, and occasional personal tasks.
- Determine priority matters for attention and handle or redirect them as appropriate.
- Keep the CEO advised of time-sensitive and priority issues.
- Document procedures and create relevant SOPs.
Skills:
- Strong organizational skills
- Excellent data entry and typing skills
- Good time management skills
- Knowledge of clerical procedures and protocols
- Ability to act independently
- Problem-solving abilities
- Ability to handle pressure
- Effective and comfortable dealing with clients
- Some Spanish skills (a plus)
- Familiarity with HubSpot CRM or similar CRM (a plus)
- Basic understanding of QuickBooks (a plus)
- Proficient in Outlook, Word and Excel
- Excellent communication skills, both written and verbal
- Confidence in speaking to high-end homeowners, company CEOs, and workers
- Comfortable working in the yard, inspecting orders, and measuring with a tape measure
- Flexibility and adaptability in a multi-task environment with a sense of urgenc
- Ability to multitask
This role offers the opportunity to work closely with senior leadership, contribute to the smooth operation of the executive office, and gain valuable experience in a dynamic corporate environment.
If you are a proactive individual with exceptional organizational abilities and a keen eye for detail, we invite you to apply for this exciting Executive Assistant position.
Job Type: Full-time
Pay: $24.39 - $25.87 per hour
Expected hours: 40 per week
Benefits:
Schedule:
Experience:
- Executive administrative support: 3 years (Preferred)
Ability to Commute:
- Gardena, CA 90247 (Required)
Work Location: In person