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Executive Assistant at EMCOR

Executive Assistant

EMCOR McLean, VA Full Time

Job Title:              Executive Assistant

Report to:             ECS VP Human Resources

Location:              McLean, Virginia

FLSA Status:        Full-Time / Non-Exempt

Updated:               November 2021

COMPANY OVERVIEW

Dynalectric is part of EMCOR Group, Inc. (NYSE: EME), a Fortune 500® leader in mechanical and electrical construction, industrial and energy infrastructure, and building services for a diverse range of businesses. For 10 consecutive years EMCOR Group, Inc. has been named one of the Top 5 \u0022World's Most Admired\u0022 Companies in the Engineering and /Construction Industry by Fortune®. Dynalectric provides support to the EMCOR Construction Services (ECS) business which is a nationwide group of 40+ electrical and mechanical companies with annual revenues of $4.5+ billion and employs a workforce of 16,000.
 
For years EMCOR Group, Inc. has been the largest mechanical contractor, and the second largest electrical contractor in the United States. ECS performs projects that are up to several hundred million dollars in revenue, as well as thousands of small projects. The type of facilities built by ECS companies include hospitals, data centers, transportation and water infrastructure, power plants, hospitality/office/residential/education/institutional buildings, refineries, food processing plants, etc. ECS designs, installs and maintains high-performance mechanical and electrical systems that enable safe, effective, and high-quality lighting, electricity, security, plumbing, heating, cooling, and power generation. The Dynalectric team, located in McLean, VA, provides key support for its electrical and mechanical companies throughout the US.

SUMMARY

EMCOR Construction Services is seeking an experienced Executive Assistant to join our team. The ideal candidate has over 5 years experience supporting multiple executives. This position requires a strong ability to multi-task, prioritize, and be accurate with details. Proficiency in Microsoft Office Programs is required. This position reports directly to the ECS Vice President Human Resources and is located in McLean, Virginia.

This position reports directly to the ECS Vice President Human Resources and is located in McLean, Virginia.  

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

  • With a high level of confidentiality and with a positive demeanor, supports multiple executives in a wide range of administrative and executive support related tasks, working independently with little or no supervision, requiring the ability to multi task, set priorities, and take initiative and be accurate with details;
  • On a daily basis, provides support to ECS HQ Finance/Accounting through administering the construction bond (BRATs) process;
  • Streamlines administrative procedures through improved use of technology;
  • ECS HQ point person for Dulles Plaza facilities management and takes initiative in ordering/maintaining office/kitchen inventory control for an office of about 20 employees;
  • Reviews, enters, and processes expense reports for approximately 5 business leaders and may assist with travel itineraries and planning;
  • Maintains multiple ECS HQ company contact lists across various platforms to ensure they are up to date at all times with hires / terminations;
  • Ownership of ECS HQ HR Reference Library electronic updating and maintenance for operating companies;
  • Well organized and remains upbeat and pleasant even when facing the pressure of looming or multiple deadlines;
  • Organizes and schedules meetings and appointments and schedules. This includes arranging and scheduling local and regional meetings and conferences, travel and accompanying itineraries. May require infrequent local or US travel to facilitate ECS events;
  • Collects and disseminates ECS HQ weekly schedules.
  • Assists HR and legal with preparing individual and mail-merged letters, transcribing handwritten notes into required legal formats, and other legal related actions;
  • Prepares PowerPoint presentations, Word documents (including proper formatting, templates, and other highly advanced functions);
  • Follows EMCOR’s recordkeeping policies and administrative best practices for ECS HQ electronic and paper based files;
  • Prepares and proofs documents and correspondence, including proposals, service agreements, and contracts, agendas and other reports as requested;
  • Answers the ECS HQ phone and greets/signs in visitors following appropriate COVID protocols;
  • Provides on-site support to ECS HQ Office in McLean, VA (i.e. responsible for ordering office supplies, coordinating ECS HQ events from reserving space, to ordering food and supplies, to sending out calendar invitations and collecting responses);
  • May assist ECS HQ HR Team with recruiting maintenance as needed;
  • Perform additional assignments as required by the operating needs of the company or as directed by ECS HQ leadership;
  • Updates or creates organizational charts;
  • Maintain and generate weekly bid reports and produce monthly bid analysis;
  • Complies with all company operating policies, procedures, and health and safety requirements;
  • To accomplish these responsibilities, the successful candidate will use MS Office, Word, advanced Excel, PowerPoint, Concur, Publisher, Teams, Smartsheet, Visio and potentially EMCOR’s training system - ACTS (Activity Collection and Tracking System) and HRIS System -

QUALIFICATIONS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Dynalectric requires all employees who will be required to work onsite, whether regularly or sporadically to be vaccinated for COVID-19.  This position will require the successful candidate to [obtain/show proof of] a complete COVID-19 vaccination. Dynalectric is an equal opportunity employer, and will provide reasonable accommodation to those individuals who are unable to be vaccinated consistent with federal, state, and local law. 

 POSITION REQUIREMENTS

  • High school degree required plus 5 or more years of professional experience in administratively supporting multiple executives or senior professionals;
  • Experience in supporting executive leadership preferred (i.e. legal, human resources, finance);
  • Proficiency using Microsoft Office Programs (Word, Excel, Outlook, PowerPoint)
  • Advanced PowerPoint and Outlook skills required  (i.e. creating presentations, advanced text formatting, adding graphics, modifying objects, adding tables and charts, using templates and formatting background, etc.) and (i.e. Outlook calendar, the Meeting planner, using calendar tools, managing executives calendars and managing data files, etc.);
  • Requires the ability to learn Concur, Docusign, Publisher, Teams, Smartsheet, Visio, and potentially ACTs and UltiPro;
  • Experience in creating and updating documents to be edited by executive/senior leaders;
  • Effectively interacts and coordinates with corporate contacts;
  • Outstanding organizational skills, attention to detail written communication skills, excellent time management, and the ability to follow up with business leaders to ensure on time completion of projects.

REQUIRED WORK CHARACTERISTICS

  • Must be able to work an 8 – 5 p.m. schedule in the office on a regular basis.
  • Must be adaptable and exhibit a flexible attitude and approach towards assignments.
  • Proven track record of working well with a wide variety of individuals, taking initiative, establishing priorities, and ownership of work.
  • Comfortable working in a small but highly professional environment and is closely linked with its corporate headquarters.
  • Excellent judgment, professionally mature and adept at recognizing and understanding people issues, organizational relationships and sensitivities.
  • Demonstrates high integrity and unquestionable ethics and is a respectful team player.
  • Holds in confidence all personnel and legal matters as well as any other sensitive information.
  • Exhibits high attention to detail and commitment to accuracy.
  • Open, visible and approachable with persuasive communication skills, both verbally and in print; i.e., ability to encourage senior professionals and executives to relinquish administrative tasks.
  • Well organized, flexible and enjoys the administrative challenges of supporting a diverse team.
  • ECS HQ is a small team that requires dependability.

LANGUAGE SKILLS

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

PHYSICAL DEMANDS

The physical demands are those associated with working in a typical office environment. While performing the duties of this job, the employee is regularly required to talk and hear; move within the office to meet with employees. This position requires ability to work at a computer (reading and keying) for extended periods of time. This role requires communicating verbally and in writing. Periodic bending and lifting to help stock office supplies is required. May periodically be required to drive to local restaurants, office supply, US Post Office or other nearby locations to accomplish job responsibilities

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will regularly work in typical office environment conditions. 

 We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success.  Equal Opportunity Employer/Veterans/Disabled

Recommended Skills

  • Administration
  • Agenda Development
  • Attention To Detail
  • Communication
  • Confidentiality
  • Construction
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