Entry Level Executive Assistant

Heartstone-posted about 1 year ago

$31,200 - $52,000/Yr

Full-time • Entry Level

Wichita, KS

Heavy and Civil Engineering Construction

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The Entry Level Executive Assistant at Heartstone Inc. is responsible for providing comprehensive administrative support to the CEO, managing schedules, communications, and operational tasks. This role requires exceptional organizational skills, discretion, and the ability to work independently while anticipating the needs of the executive. The position is designed for individuals looking to start their career in a dynamic business environment, with opportunities to engage in strategic planning and event coordination.

Manage the CEO's calendar, scheduling meetings with clients, subcontractors, and internal teams while anticipating and resolving scheduling conflicts.
Draft, proofread, and send emails on behalf of the CEO.
Screen and prioritize calls and messages, responding when appropriate.
Prepare concise summaries of critical emails, discussions, and meeting materials.
Develop agendas and presentations for clients, team, or board meetings.
Gather and organize blueprints, contracts, reports, or other relevant materials.
Take detailed notes during meetings and follow up on action items.
Organize and maintain both digital and physical filing systems.
Track project deadlines and ensure key deliverables are met.
Communicate with project managers to gather and report on project progress.
Assist with reviewing and organizing project bids, contracts, and scopes of work.
Schedule meetings with vendors and clients, preparing materials for negotiations.
Act as a liaison between clients, vendors, and the CEO to address concerns or updates.
Maintain records of client communications, agreements, and vendor relationships.
Review invoices, contracts, and purchase orders for accuracy and completeness.
Ensure timely processing of compliance documents, permits, or licenses.
Book flights, hotels, and transportation for business trips.
Arrange site visits to active construction projects or potential developments.
Assist in organizing company events, such as team meetings, holiday gatherings, or client appreciation events.
Coordinate logistics for training sessions, leadership workshops, or offsite meetings.
Prepare weekly or monthly dashboards with KPIs (e.g., project performance, revenue, cost trends).
Conduct research on market trends, competitors, or potential business opportunities.
Manage personal or company-related confidential files (e.g., contracts, financial records).
Handle sensitive matters discreetly, such as performance evaluations or disciplinary actions.
Assist in recruitment efforts by scheduling interviews, managing onboarding documents, and creating job descriptions.
Track and prioritize the CEO's personal tasks, appointments, or household needs.
Act as a gatekeeper for incoming requests, protecting the CEO's time and focus.

General understanding of business
Experienced with Microsoft Office Software
Exceptional organizational and multi-tasking skills
Skilled and intelligent communicator; written and verbal
Degree in business administration, communications, or similar; preferred
Professional demeanor with excellent interpersonal skills
Problem-solving mindset and ability to think critically under pressure
Discretion and trustworthiness
Adaptability to fast-paced environments
Positive, solution-oriented attitude with a focus on being proactive
Ability to take initiative and work independently while anticipating the president's needs

Microsoft Powerpoint: 1 year (Preferred)

Full-time position
Pay range: $15.00 - $25.00 per hour
Expected hours: 40 per week
Schedule: Monday to Friday

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