Job Description

Job Description
Position Title: Executive Assistant / Office Manager
Industry: Construction
Location: Atlanta, GA
Reports to Senior Management

Position Summary:

The Executive Assistant / Office Manager is crucial in ensuring the smooth operation of the office, presenting the company professionally to clients, and providing organizational support to senior management. This role requires a proactive, detail-oriented individual capable of managing multiple tasks and responsibilities with a focus on business development, marketing, and administrative functions.

KEY RESPONSIBILITIES

Business Development & Proposal Management:

• Collaborate with the team to support business development, including identifying and researching project opportunities and tracking leads.
• Analyze RFPs/RFQs to determine requirements, develop methodologies, and create outlines and strategies for proposals.
• Develop and incorporate written and technical content for bids, ensuring alignment with project goals.
• Design and modify layouts and graphics to effectively convey project ideas and methodologies.
• Coordinate the timely submission of bids and proposals, ensuring all deadlines are met.
• Maintain and update project profiles, company experience, resumes, photos, and client references.

Marketing & Communications:

• Develop and maintain collateral materials, including brochures, flyers, ads, and statements of qualifications.
• Assist in creating content for press releases, the company website, and email campaigns.
• Coordinate marketing and outreach events, including placing advertisements in media outlets.
• Prepare marketing materials and assist with the company newsletter.
• Maintain a consistent brand image across all platforms, including stationery, emails, and promotional materials.

Administrative & Office Management:

• Manage office operations, including ordering supplies, maintaining office equipment, and coordinating with IT service providers.
• Handle light clerical duties such as processing contracts and managing office documentation.
• Oversee corporate email accounts, network access, and mobile devices, coordinating with service providers as needed.
• Plan and schedule meetings, teleconferences, and events, ensuring seamless execution.
• Assist senior management with calendar management, travel arrangements, and maintaining contacts.
• Train new team members on company policies, procedures, and office technology.

Compliance & Quality Assurance:

• Assist with obtaining and maintaining necessary bonds, insurance, licenses, certifications, and pre-qualifications.
• Ensure all written materials adhere to quality standards, coordinating with the team for content review and approvals.
• Record and manage documents with relevant governmental agencies, ensuring compliance with legal requirements.

Competencies:

• Exceptional written and verbal communication skills, with proficiency in English.
• Strong proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and internet research.
• Experience with Dreamweaver, Flash, and Constant Contact is preferred.
• Proven ability to work collaboratively within a team, solve problems, make decisions, and prioritize tasks.
• Creative thinker with the ability to articulate and implement new ideas.
• High level of professionalism, discretion, and ability to maintain confidentiality.
• Capable of lifting/carrying up to 20 lbs. and engaging in light physical activities.

Qualifications:

• Bachelor’s degree in Construction Management, Business Administration, Communications, Marketing, or a related field.
• Minimum typing speed of 70 wpm with high accuracy.
• Alignment with the company’s core values: Diversity, Excellence, Passion, Integrity, Community, and Teamwork.

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