Executive Coordinator

Kirk Corporation is a dynamic organization with a commitment to excellence in the construction industry. We are seeking a highly organized and proactive Executive Coordinator to provide comprehensive support to our executive team. This role requires a high level of professionalism, confidentiality, and the ability to manage multiple responsibilities efficiently.

Provide executive-level support to Management.

Manage and direct incoming phone calls for Kirk Corporation executives.

Coordinate and schedule meetings, including preparing documentation and ensuring conference rooms are ready.

Maintain executive calendars and schedule appointments.

Assist in gathering and organizing vendor documents such as W9s.

Coordinate meetings with internal teams (KBC, ACI, BMS) and external vendors.

Assist with tax filing preparations and coordinate with the Kirk Corporation accountant.

Support contract review processes, including preparing redlined drafts for negotiations.

Conduct legal research and assist in reviewing legal correspondence.

Plan and coordinate employee events.

Purchase and coordinate setup of new office equipment, including computers.

Act as liaison between employees and Aktion for hardware/software issues.

Maintain an updated database of user login information and technology inventory.

Assist in managing employee IT access, including onboarding and offboarding procedures.

Manage Verizon accounts for multiple business entities.

Assist with processing and reviewing insurance claims.

Coordinate insurance premium payments with accountants.

Request and distribute Certificates of Insurance (COIs) as needed.

Ensure compliance with vehicle registration and tag renewals.

Support audits, including driver’s license and equipment audits.

Compile and report monthly EEOC employee hours and new project details.

File monthly I29s and semiannual Applications of Certificates of Compliance.

Manage job numbers and cost codes in Arcoro for project management.

Order and maintain inventory of office supplies from Staples, Amazon, and specialty vendors.

Handle document deliveries and pickups as needed.

Proven experience in an executive support or administrative role.

Strong organizational and multitasking abilities.

Excellent written and verbal communication skills.

High level of discretion and confidentiality.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management.

Ability to work independently and collaboratively in a fast-paced environment.

Familiarity with legal and financial documents is a plus.

Opportunity to work in a dynamic and growing company.

Supportive and collaborative work environment.

Competitive salary and benefits package.

Professional development and growth opportunities.

If you are a motivated and detail-oriented professional looking for a challenging yet rewarding role, we encourage you to apply today!

Kirk Corporation is proud to be an Equal Opportunity Employer and is a member of the Drug Free Safety Program.