Administrative Assistant

Carboline•Beachwood, OH

23d

About The Position

The Administrative Assistant provides high-level administrative support to the Vice President by conducting research, preparing reports, handling information requests, and performing specialized administrative functions. This role requires independent judgment, discretion, and a thorough understanding of organizational operations and priorities.

Requirements

Associates Degree or equivalent from two-year college or technical school
Minimum two to four years related experience
Familiarity with roofing, waterproofing, insulation, or exterior building products
Proficient in Microsoft 365 (specifically Teams, Excel / Word / PowerPoint / Visio) and Smartsheet
Self-starter who can work independently, take direction when needed, anticipate work needs, organize workflow and follow through with minimal oversight in a fast-paced environment.
Strong organizational skills with a high level of attention to detail and accuracy.
Excellent written and verbal communication skills, with the ability to collaborate effectively across departments and with external stakeholders.
Proven ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced or changing environment.
Familiarity with basic project coordination, reporting, and documentation best practices.
Analytical thinking and problem-solving.
High level of confidentiality and discretion.
Must be able to perform tasks with little to no supervision.

Nice To Haves

Certified Administrative Professional (CAP)
Certified Associate in Project Management (CAPM)
Lean Six Sigma (White, Yellow, Green Belt)
Microsoft Office Specialist (MOS)

Responsibilities

Serve as the primary point of contact for internal and external stakeholders on behalf of the Vice President.
Manage complex calendars, schedule meetings, manage and prepare expense reports, and coordinate travel arrangements with minimal supervision.
Prepare and edit correspondence, reports, presentations, and other confidential documents.
Conduct research and compile data to support strategic initiatives and decision-making.
Attend meetings, take minutes, and follow up on action items as directed.
Exercise discretion in handling sensitive information and maintain confidentiality at all times.
Assist in the development and implementation of departmental procedures and policies.
Coordinate cross-functional communications and ensure timely execution of deliverables.
Lead or support special projects requiring analytical skills and independent decision-making.
Manage the end-to-end onboarding process, including preparing welcome kits, scheduling orientation and initial team introductions, ensuring completion and proper filing of required documents, and providing new employees with access to essential tools and resources for successful integration.
Monitor and prioritize emails, respond to routine messages, and draft responses for the executive’s review. Ensure that time-sensitive emails receive prompt attention.