Executive Assistant/Office Manager

Job Overview

Furbish provides Furnish, Install, Maintenance services for living roofs, living walls, and other ecological building systems. We have developed the branded products – EcoCline living roofs, BioWall vertical walls, SmartSlope vegetated retaining walls. The predominance of our work is competitively bid, fixed- price contract work on new commercial construction. The firm is approximately $8M in annual revenue with annual growth rate approaching 30%. We are relationship driven and believe great customer experience builds loyalty and more detailed dialogue when trying to close deals.

The Office Manager/Executive Assistant provides high level administrative and project support to the Leadership Team and president (Michael Furbish). This role requires competencies to handle typical office management tasks, special projects, and management of group endeavors.

Reports To 

President (Michael Furbish)

Responsibilities and Duties 

  • Administers basic office operations to keep the office running in cohesive manner, such as ensures office supplies are maintained, mail/deliveries are received/distributed, monitors execution of office policy for access, security, communication within office, maintains document control for general admin functions, etc. These tasks are coordinated with other support staff in the office to ensure they are being performed at all times. Thus, this role coordinates that these functions operate properly; it is not expected that this role performs all these functions.
  • Administers building related needs such as service contracts (elevator, grounds maintenance, security, janitorial, solar maintenance, etc.) and tenant coordination ensuring landlord services are provided to tenants and tenants comply with building protocols).
  • Serves as liaison between departments for continuity of company policies such as issuance of phones/ipads/devices, consistent use of email, adherence to branding guidelines, scheduling of conference rooms, coordination of virtual meetings, etc.
  • Assists president with scheduling, coordinating interactions with key relationships, responding to atypical client requests, researching new projects/initiative, drafts proposals as outlined by president.
  • Serves as liaison between company and IT service provider (which requires common sense communication rather than specific IT expertise).
  • Coordinates receptionist duties to make sure phones and doors are being answered in timely, welcoming manner.
  • Identifies, evaluates and recommends process improvement and policy changes for company by first understanding current policies, developing positive relationships throughout the firm, and contributing to open, transparent dialogue for process improvement.
  • Assists with planning and execution of events (such as All Hands meetings, holiday party, occasional marketing events).
  • Other tasks/projects as identified by the president.


Qualifications 

-Bachelor’s degree preferred.
-Demonstrated experience in executive administrative support.
-Demonstrated experience with customer service and relationship management.
-Critical thinking skills as well as excellent communication skills, both written and verbal, are required.-Ability to make decisions under pressure.
-Excellent organizational skills with an ability to think and act proactively and prioritize work. Must be a detail and deadline-oriented multitasker.
-Working knowledge of Microsoft Office products as well as general office procedures.
-Proven ability to develop and manage relationships and exercise discretion/confidentiality with sensitive company information.
-Passion for our company vision and values.

Skills assessment, background check and drug testing will be performed prior to selection. Furbish is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, national origin, handicap status, or Veteran status.

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Furbish cultivates remarkable experiences by bringing nature into the built environment, enriching lives, and helping you make the world greener.