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3000 Point Township Drive Northumberland Pa 17857

Executive Administrator

Zartman Construction provides construction management and general construction services for commercial projects across a variety of market sectors.

Zartman is seeking a full-time Executive Administrator.  This individual will provide executive-level administrative support to the Officers and Senior Management Team; manage calendars, meeting schedules and travel; supervise administrative staff; manage administrative workflow and priorities with tactical and strategic perspectives. The position ensures efficient, professional office management and administrative services.

 

ESSENTIAL FUNCTIONS

Executive Support

  • Assist the President, Vice Presidents, and Senior Management Team
  • Independently craft correspondence, announcements, reports, spreadsheets, presentations, program agendas and talking points
  • Prepare agendas for standing meetings; prepare and distribute minutes
  • Maintain confidentiality and unquestionable integrity; provide Notary Public services

Office Management

  • Coordinate projects and work schedules of the administrative staff
  • Manage all aspects of a large, efficiently run office, including phone system, office and kitchen supplies, cleaning service, printers/copiers, process flow, file scanning and archiving
  • Develop new or revised policies and procedures and coordinate distribution and implementation
  • Continuously strive to improve operations, decrease redundancy and turnaround times; streamline work processes and work cooperatively with staff to provide quality service
  • Assist with New Hire onboarding
  • Co-manage activities of IT consultants

Estimating / Bidding Process – Direct or Via Staff

  • Assist Estimators by preparing proposals from simple to complex bid packages; assign bids; complete bid forms and contractor qualification documents; obtain insurance certificates and bonds; monitor bidding schedule
  • Enter all estimates and status changes into SmartBid software
  • Generate weekly and monthly Estimating reports

Project Management – Direct or Via Staff

  • Renew contractor and business licenses
  • Provide assistance to Project Managers, as needed

Special Projects

  • Provide research, recommendations and leadership on special projects, including new office equipment and software needs
  • Assist with Human Resource activities, such as revise and distribute Employee Handbook; develop employment-related policies and procedures; manage certain aspects of online Employee Portal

 

RELATIONSHIPS

  • Report directly to the President
  • Supervise Administrative and Marketing personnel
  • Interact with all internal departments and personnel, shareholders, affiliate companies, vendors, suppliers, subcontractors and consultants

 

QUALIFICATIONS – REQUIRED

  • Associate Degree in related discipline is required as a minimum; additional education is preferred
  • Seven years of experience in executive level support or a combination of training, education, and experience that has developed the required knowledge and capabilities to contribute to the executive management team
  • Comfortable in a fast-paced environment; ability to prioritize multiple tasks, work effectively under stress, meet short deadlines and take direction
  • Ability to perform with minimum supervision; comfortable making decisions independently; assume role of team leader or team player, as required
  • Ability to coordinate multiple schedules and produce accurate work despite frequent interruptions
  • High proficiency in MS Office Suite, particularly Word, Excel, PowerPoint, Outlook; proficient in Adobe Acrobat; experienced with enterprise and/or financial software platforms
  • Experienced with a variety of office machines, including multi-line VOIP phone systems, calculators, fax machines, laminators, postage machines, large format engineering printers, office printers, copiers, scanners
  • Excellent command of English grammar and composition, along with the skill to craft highly polished communications for executive management and other external-facing communications
  • Demonstrate outstanding interpersonal skills, project coordination, and effective communication with all levels of internal organization, as well as with customers, vendors and business partners
  • Maintain unquestionable confidentiality and integrity in all situations
  • Possess strong organizational skills, professional appearance, demeanor and attitude
  • Excellent attention to detail
  • Current Notary Public Certification or willingness to obtain credentials

Qualifications – Preferred

  • Bachelor’s degree in business management or related discipline
  • Experience working in the construction industry
  • Marketing and/or communications background
  • Basic knowledge of corporate insurances
  • Event planning and coordination
  • Budgeting

 

WORK ENVIRONMENT

  • Schedule is Monday – Friday
  • Require flexibility to work additional hours or modified schedule, as necessary
  • May require occasional travel, up to 5% of schedule
  • Physical requirements involve typical office conditions

 

BENEFITS

  • We offer competitive compensation, employer-matched 401K plan, paid holidays, vacation, medical benefits and more. Zartman is family-oriented and a great place to learn and excel. When possible, we promote from within.

Comments (2)

Good Evening:
I’d like to forward my resume for consideration of the Executive Administrator position.
I have a diverse background that I feel would be a compliment for this job. I have strong experience supporting and trouble shooting for company leadership.
I also have an understanding of construction industry, including residential and commercial.
Answering your questions as follows:
What do I seek in my next position?
The opportunity to be a key, valued team member and contribute to the company’s growth. I see this position as a key support, like a theatre production manager making sure the audience sees a flawless performance! I am hoping to find a company that appreciates employees and wants their team members to be present, contributing to the success of the team and company. I’m seeking this position as my final career destination that culminates my experience.
What is important to me? The balance of work and personal life to make one a well rounded employee.
I’m a ‘go-to’ person that is reliable and accomplishes the task.
I look forward to hearing from you.
Thank you and have a blessed start for the week.
Sincerely,
Valerie Jo Roberts
T: 570-716-2006
Email: baglady17@yahoo.com

Angela L. Troutman

Thank you for the opportunity to apply for the position of Executive Administrator. I feel I would be the perfect candidate for this position. With my 25 years of professional experience, I am well rounded and confident in my abilities, strengths and skills. I look forward to hearing from you regarding an interview.

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