Executive Assistant

Executive Assistant

Who We Are

For almost 20 years, Advanced Commercial has served the Atlanta Metro and the Southeast USA as a trusted Commercial Refrigeration, HVAC, Electrical, Plumbing, and Appliances Contractor. Our customers are the premier brands in the food, beverage, and biomedical industries, and they count on us as their one-call solution for keeping their facilities, plants, and equipment up-and-running 24/7. Repairs, remodeling, or new construction: we do it all. See more here. https://advanced-commercial.com

What We Need

• We are seeking an EXECUTIVE ASSISTANT to be the backbone of our executive operations. This pivotal role will report directly to the Chief Operating Officer.
• Option to work in-office, remote, or remote hybrid.
• Successful applicant will be honest, extremely organized, and detail-focused.

What You’ll Be Doing

• RFP Management: Oversee the entire RFP process, from gathering inputs to managing submissions. Engage with external stakeholders for clarifications, ensuring all deadlines are met.
• Contract Negotiations: Manage the contract negotiation process, track document versions, and ensure the swift collection of signatures.
• Email and Communication Management: Review incoming emails and monitor Slack channels, identifying critical action items from both and delegating tasks to the appropriate teams. Compose and prepare correspondence, ensuring confidentiality when necessary.
• Document Coordination: Collaborate with various departments to gather essential documents for audits, compliance submissions, and customer qualifications.
• Document Creation: Utilize ChatGPT to draft various documents, including agreements, leases, and buy/sell contracts. Manage the collection of signatures to finalize these documents.
• Form Submissions: Design, complete, and submit forms to customers and third parties, ensuring accuracy and compliance at all times.
• File Management: Organize and maintain our electronic files on Google Drive, ensuring that documents are systematically filed and readily available.
• Electronic Audits: Conduct regular reviews of our electronic files to guarantee organization and compliance.
• Communication Oversight: Ensure our company's contact information is consistently accurate across third-party platforms.
• Local Errands: Occasionally run errands within the Atlanta area to support our operations.
• In-Person Meetings: Attend crucial meetings at our Atlanta HQ, ensuring effective communication and decision-making. Take detailed notes during meetings to capture key points and action items.

What We Offer

• Administrative Assistants for support
• Company cell phone & access to the latest technology
• Paid Vacation and Holidays
• Paid Training
• Competitive salary – negotiable based on candidate experience and ability
• Top Benefits – Medical, Dental, Vision, and Prescription insurance coverage
• Disability and Life Insurance
• Retirement Fund Company Match
• Opportunity to work for a recognized leader in our industry
• Opportunity for advancement with proven candidate ability and work ethic
• Job stability and positive work environment

What We’re Looking For

• Time commitment
  • 40-45 hours per week
  • Monday – Friday
  • Some flexibility with start/stop times
• Skills and Technical Knowledge
  • Proven experience in a similar role, preferably within the commercial service and construction industry.
  • Must be tech-savvy and comfortable using various software platforms, including email, Slack, Google Drive, and ChatGPT.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Ability to handle confidential information with discretion.
  • Experience with Slack, Microsoft Teams, or similar communication tools is a plus.

What’s Next

Let’s get you onboard. We can’t wait to meet you!