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BIM Virtual Design

Executive Assistant

Part Time to Full Time
Location: U.S. Based Applicants Only
Work Type: Remote; Phoenix, AZ

Position: Executive Assistant
Reports to: Vice President of Operations

Summary: BIM Designs, Inc. is searching for an experienced, reliable, and task-oriented Executive Assistant. The Executive Assistant will work directly with company executives and will be responsible for performing several administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. This position is 75% remote and 25% in office. This is an excellent opportunity to join a growing company with an Amazing, Positive, Family-first culture.

Executive Assistant Job Responsibilities:
  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes guests and customers by greeting them, on the telephone, and answering or directing inquiries.
  • Prepares reports by collecting and analyzing information.
  • Represents the executive by attending meetings in the executive’s absence and speaking for the executive.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Completes projects by assigning work to clerical staff and following up on results.
  • Keeps and distributes meeting minutes to project teams and other entities.
  • Assists in the development and roll-out of workflows and processes.
  • Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed.
Work Hours & Benefits: This position is part-time for the first 2 to 3 months, and will develop into full-time a position. Although the job will be full-time, hours for the executive assistant will be flexible, and for the most part can be worked from home. On occasion, you will be asked to work from our office in downtown Phoenix or attend meetings with company executives. This position also qualifies for health insurance and an annual discretionary bonus.
Executive Assistant Skills and Qualifications:
  • Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software
  • Proficiency in collaboration and delegation of duties
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Exceptional interpersonal skills
  • Friendly and professional demeanor
  • Reporting skills
  • Supply management
  • Scheduling
  • Time management skills
  • Presentation skills
  • Travel logistics
Education and Experience Requirements:
  • Bachelor’s degree preferred, but not required
  • Experience as an Executive Assistant reporting directly to senior management preferred, but not required
  • Experience managing multiple calendars
  • Experience booking travel