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Executive Assistant

hace 2 semanas

Bogota, Colombia Laminin Coaching A tiempo completo

**Purpose**:
The Executive Assistant will provide administrative and organizational support to the executive team to enable them to focus on strategic objectives, lead effectively, and achieve their targets. The position requires a high level of confidentiality, initiative, and attention to detail.

**Responsibilities**:

- Getting a proposal and/or cost sheet ready. An excel template for cost sheets was provided.
- Use a Spec-ID for our submittals.
- Help by putting transmittals together and arranging a courier.
- Using Quickbooks Enterprise as a CRM.
- Doing billings through Oracle-Textura.
- Social media management on different platforms. ( Has account in Instagram and Linked)
- Perform general meeting management, including agenda preparation, minute-taking, and action items follow-up.
- Establish a block schedule using Google Calendar.
- Schedule meetings on behalf of the executive.
- Ensure company’s compliance with EEO guidelines, and other government institutions requirements.
- Assist with recruiting and advertising.
- Backup the Accounting functions when necessary.
- Follow-up on all accounting tasks to ensure completion.
- Send personalized cards to important contacts.
- Coordinate travel arrangements and reservations for executive management and employees as needed.
- Use various programs, such as Google Workspace and CRMs, to create reports, forms, and other paperwork as necessary.
- Organize and responsibly handle confidential information for the executive at all times.
- Create new systems or revise established procedures as needed.
- Prepares and retains minutes of all meetings.
- Manage the company's and the executive's social media accounts for engagement.
- Works with team members to complete the tasks assigned by the executive.
- Other ad hoc duties as assigned by the management..

**Requirements and Skills**:

- 3+ years of related experience or relevant coursework
- 3+ years of experience using Outlook
- Knowledge of Quickbooks. Helpful, but not necessary as long as it can be picked up quickly.
- Knowledge of Buildertrend. Helpful, but not necessary as long as it can be picked up quickly.
- Strong communication skills, both written and verbal
- Strong attention to detail and organizational skills
- Experience using HubSpot or similar CRM (preferred)
- Able to work EST time; includes 1 hour lunch break
- English language fluency
- Spanish language fluency (preferred)
- Experience or learning AIA billing would be an advantage.
- Experience in using Procore, Flashtract, and Buildertrend.
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Thank you and looking forward to meeting you

Pay: $90,000 - $100,000 per month

**Experience**:

- ProCore: 3 years (required)
- AIA Billing: 1 year (preferred)