Executive Assistant

Summary

The Executive Assistant supports the Construction Division’s businesses and typically manages different and conflicting objectives, projects, and activities  ideal candidate is highly self‑motivated, professional, and capable of managing their workload and prioritizing tasks in a fast‑paced environment. The position requires a high level of competency on administrative and clerical support skills, as well as interpersonal and communication skills. A high sense of confidentiality and trust is required due to the sensitive nature of the information and correspondence handled in this role.

• Integrate with the executive and leadership team to quickly assimilate and work with current EA to enable smooth transition of responsibilities.
• Seek opportunities to create value for the leadership team and reduce the administrative burden as appropriate.
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of meetings.
• Communicate and handle incoming and outgoing communications on behalf of the executive and managers as needed.
• Assist executive and management team with preparation of presentation materials.
• Review, compile, and summarize miscellaneous reports and documents; prepare documents and outgoing mail as necessary (writing and editing skills required).
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Arrange travel schedule and reservations for management as needed, including coordination of company airplane.
• Effectively partners with other Executive Admins on shared or common processes and projects.
• Expense report preparation, submission, and follow‑up throughout approval stages for multiple managers.
• Create Purchase Orders and goods receipts to pay invoices, charging to appropriate cost centers and GL codes.
• Responsible for sending recurring email reminders and reports to team and managing several due dates.
• Record meeting minutes as needed.
• Coordinate with external vendors to secure off‑site meeting spaces, activities, and/or catering on a regular basis.
• Order office supplies, business cards, branded apparel, and signage for the Construction team at multiple branches, as requested.
• Coordinate and/or assist with employee and customer meetings and events (examples – trade shows, open houses, cookouts, golf tournaments, off‑site leadership meetings, company meetings and/or conferences).
• Serve on Company committees as requested (examples – Kickoff, Employee Appreciation).
• Help manage tickets for the division to city‑wide events (examples – Panthers, Truist Tournament, Charlotte Hornets, Nascar, etc).
• Lead and facilitate meetings.
• Perform related duties as required.

This job has no supervisory responsibilities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Associate’s degree from a two‑year college or university; minimum of two years’ executive‑level support; or equivalent combination of education and experience.
• Prior experience in hospitality or customer service is a plus; we value team members who bring a warm, attentive, and solutions‑oriented approach to client and internal interactions.
• Computer skills:
  Microsoft Office (Word, Excel, Outlook, and PowerPoint), Concur, Smartsheet.

Notary preferred.

• Discrete, agile‑minded, a direct communicator, highly organized and committed to the vision and values of Carolina Cat/Weisiger Group.
• Confident but humble; willing to "roll up sleeves" to help get the job done.
• Ability to quickly assimilate and integrate with the team, creating opportunities to support the team.
• Highly resourceful; strong emotional intelligence, self‑motivation, with high level analytical skills.
• Willingness to work hard and take direction, but also demonstrate curiosity and quick study to learn the business.
• Tact, diplomacy and consistent persistence are essential qualities.
• Positive energy while being adaptable to changing priorities.
• Unq…