Executive Administrative Assistant

Overview

Full‑time Description
Alff Co, a leading provider of comprehensive facility management solutions across the nation, is committed to delivering innovative and sustainable services that meet the evolving needs of our clients. With a strong client‑focused approach, we ensure excellence in every aspect of our operations. As we continue to grow, we are seeking a dynamic and results‑driven professional to join our team as an Executive Administrative Assistant.

• Comprehensive understanding of office management systems, procedures, and protocols.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Familiarity with tools for scheduling, communication, and document management (e.g., Slack, Google Workspace, Docu Sign).
• Strong organizational and multitasking abilities with meticulous attention to detail.
• Excellent time‑management skills, with the ability to prioritize and meet deadlines in a fast‑paced environment.

• Exceptional verbal and written communication skills in English; additional language skills are a plus.
• Ability to draft professional correspondence, reports, and presentations.

• Strong interpersonal skills with the ability to build relationships and work effectively with executives, colleagues, and clients.
• Professional demeanor and the ability to always maintain discretion and confidentiality.

• Proactive approach to problem‑solving with strong decision‑making skills.
• Ability to anticipate needs and take initiative with minimal supervision.

• Familiarity with CRM software, travel booking platforms, and expense‑tracking tools is an advantage.
• Comfortable with virtual meeting tools (e.g., Zoom, Microsoft Teams).

• Ability to adapt to changing priorities and handle unexpected tasks efficiently.
• A willingness to occasionally work outside of standard business hours to meet deadlines or accommodate executive schedules.

• Perform additional duties as assigned.
• Adhere to Alff Co values and professionalism.
• Weekends and nights may be required.

• Administrative expertise: strong background in executive‑level administrative support with the ability to manage schedules, communications, and documentation effectively.
• Organizational skills: exceptional ability to prioritize, multitask, and manage time efficiently in a fast‑paced environment.
• Technical proficiency: advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with tools such as Slack, Google Workspace, and Docu Sign. Familiarity with CRM software and virtual meeting platforms (e.g., Zoom, Microsoft Teams) is a plus.
• Communication: outstanding verbal and written communication skills, with the ability to draft professional correspondence, presentations, and reports.
• Interpersonal skills: demonstrated ability to build strong relationships and work collaboratively with executives, clients, and team members.
• Discretion and confidentiality: proven track record of handling sensitive information with the highest level of professionalism and confidentiality.
• Problem‑solving abilities: proactive approach to challenges with strong decision‑making skills and the ability to anticipate needs.
• Flexibility and adaptability: comfortable managing changing priorities and handling unexpected tasks, including occasional evening or weekend work.
• Attention to detail: strong focus on accuracy and completeness in all aspects of work.
• Professionalism: maintains a professional demeanor and represents the company's values at all times.

• Education:
  
  Bachelor’s degree in business administration, communications, or a related field is preferred.
• Experience:
  
  5+ years of experience in executive administrative support or a similar role supporting C‑suite executives.
• Industry knowledge: familiarity with facility management, construction, or a related industry is an advantage.
• Additional languages: proficiency in a second language is a plus.
• Project management: experience coordinating complex projects or initiatives, with strong task tracking and deadline management skills.

• Extensive knowledge of database programs, proficient navigation of communication tools such as Salesforce, and proficiency in Microsoft Office applications, Teams, and SharePoint.

Alff Co is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.

$60,000 to $80,000