Executive Assistant

As Infinity Home Service’s Executive Assistant, you will be responsible for providing support to the Chief Executive Officer and senior leadership team. As an essential part of the team and reporting the Project Manager of Strategic Planning, you will work closely with cross-functional teams to ensure the efficient and professional functioning of the senior leadership team.

You will be part of a very collaborative, very agile team working collectively to fulfill our mission of saving our communities from unscrupulous contractors. We promise an open and transparent environment where you’ll be surrounded by highly intelligent people all working together towards a common goal.

CEO Support:

• Manage the CEO’s schedule and calendar, handling meeting preparations, follow-up tasks, complex travel arrangements, and expense reimbursements.
• Answer incoming calls, take messages, screen and handle routine items to facilitate timely resolution and efficient use of resources.
• Facilitate all logistics for executive and Board meetings at the request of the CEO including securing meeting space, ordering meals, arranging travel, and preparing agendas.
• Coordinate office-related invoices and expense reports and obtain appropriate approvals per audit standards.
• Maintain the highest level of confidentiality and professionalism in all interactions.

Event Support:

• Assist in coordinating and managing corporate office events, including on-site meetings (with internal & external guests), company lunches, and corporate events.
• Research off-site meeting space and venues for corporate events, off-site meetings and special occasions. Obtain contract & pricing details to assist with site selection and negotiating terms.
• Assist in coordinating off-site meetings and event logistics including direct communication with venue on needs for AV, catering, and room set-up as well as purchasing and shipping any additional meeting supplies that may be needed.
• Coordinate travel logistics and communicate expectations for large off-site company meetings including incentive trips and annual meetings.

Internal Communication:

• Own updates to the main intranet site to keep employees up to date on company news, town halls, and spotlights for employee recognition.
• Keep the corporate office informed of important notices (e.g., building updates, event reminders, office reminders, new hires).
• Maintain and update contact databases with relevant information including internal and external stakeholders.
• General Office Management:
• Greet visitors, answer and route incoming calls.
• Manage incoming and outgoing mail, packages and shipments, including Fed Ex and UPS drop-offs as needed. Research and remedy undeliverable mail items.
• Maintain, order and stock office and kitchen supplies to ensure the office and conference rooms are fully equipped and presentable.
• Manage conference room availability and calendars.
• Guide new hires through office logistics and secure travel and lodging for candidates who are needed to interview on site.
• Oversee the logistics of all corporate facility needs including adding, moving, or changing office/cubicle space to support the growth of the Company.
• Other responsibilities or duties as required.

• 5+ years of experience in supporting C-level executives in a multi-location business
• Strong experience in Microsoft Office applications, specifically Outlook, Word, Powerpoint, Forms, and Sharepoint
• Previous experience interacting with a Board or private equity sponsors
• Proven ability to handle high volume, sensitive information with strict confidentiality and care
• Excellent organizational skills with a focus on detail
• Excellent written and verbal communication skills with the ability to relate to all levels within the organization
• Ability to regularly prioritize and reprioritize incoming work, manage longer term timelines, and take independent action with minimal guidance
• Opportunities for professional growth and development tied to your personal interests
• A transparent, supportive, and collaborative work environment
• The chance to make a positive impact on our communities and the environment
• Competitive:
• Health, dental, and vision…