Executive Assistant

Job Description

• The Executive Assistant is responsible for performing a variety of
• administrative duties, assisting the implementation and execution of the
• Executive’s goals and activities in a timely manner.

• In supporting ACCO’s organizational needs on behalf of the Executive, this role
• should be comfortable and flexible in taking the initiative with a variety of
• assignments, assisting with projects within their department, and at times may
• provide project support within other corporate departments as needed.

Essential Duties & Responsibilities

• Schedule and coordinate meetings, ensuring preparation and execution of

• meeting materials, communication invites, agendas, presentation material,
• scheduling caterers (where applicable), take meeting notes, and other
• relevant materials. Follow-up on action items from meetings on behalf of the
• Executive.

• Calendar management - Plans, coordinates, and ensures that the Executive’s

• schedule is followed and respected by providing gatekeeper / gateway support
• and creating win-win situations for direct access to each person’s time /
• office.

• Provides a bridge for smooth communication between the Executive and internal

• departments; demonstrating leadership to maintain credibility, trust and
• support with senior management staff.

• Support, collect, organize, and analyze information from various departments

as needed.

• Researches, prioritizes, and follows up on incoming issues and concerns,

• including those of a sensitive or confidential nature. Determines appropriate
• course of action, referral, or response.

• Successfully completes critical aspects of deliverables with a hands-on

• approach, including drafting letters, personal correspondence, and other
• tasks.

• Prioritizes conflicting needs - Handles matters expeditiously, proactively,

• and follows-through on projects to successful completion, often with deadline
• pressures.

• General administrative duties such as typing and photocopying general

• correspondence including letters, proposals, presentations, reports,
• agreements, contracts, and memos from notes or dictation.

• Develop, edit, copy, and assemble work products, which include (but are not

• limited to): proposals, submittals, manuals, presentation packages, marketing
• materials, legal documents, reports, etc.

• Send and/or distribute various correspondence via the most appropriate

method.

• Arrange travel plans and itinerary and complete expense reports.
• Maintain accurate filing system and document control.
• Plan, coordinate, organize and help at various company events and

celebrations.

• May provide support to other departments on assignments, special projects,

committees, or other organizational needs.

• Maintain department office environment and replenish office supplies.
• Other tasks and duties as assigned by supervisor and/or upper management.

Position Requirements (Skills, Work Experience, Education, Certifications,

Licenses, etc.)

• Bachelor’s degree or equivalent work experience.
• 3+ years of previous executive support experience, preferably in a mechanical

contracting or construction environment.

• Ability to maintain confidentiality as needed when required by the nature of

work conducted.

• Extensive computer knowledge
• Microsoft Office including MS Word and MS Excel Word
• Able to utilize applications on handheld communication devices (smartphones,

tablets, etc.)

• Able to utilize Google applications including Gmail, Google Calendar and

Google Docs.

• Internet – Provide detailed data searches and online applications (e.g. Fed

Ex Delivery and ordering of products).

• Able to edit works in Adobe Writer or similar programs
• Strong written communication skills.
• Attention to detail and ability to organize data.
• Able to demonstrate consistent and reliable attendance.
• Able to learn new programs and processes.
• Demonstrated experience with producing and editing work product documents

with accuracy.

• Well organized with ability to multitask between several projects delegated

by multiple parties.

• Demonstrated experience as a team player and able to achieve assigned

performance goals.

• Ability to handle pressure and hectic pace.
• Ability to work overtime when required.
• Regular and routine attendance.

ACCO Competencies

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes

• it in a manner appropriate for one’s level/position and with minimal
• supervision.

• Perseverance: Shows the wherewithal to fight for difficult goals despite

challenges and to bounce back from adversity.

• Insight: The ability to gather and make sense of information that suggests

new possibilities.

• Engagement: Shows a knack for using emotion and logic to communicate a

persuasive vision and connect with people.

• Teamwork: The ability to effectively work toward common goals with others by

• supporting, encouraging, and sharing information in an authentic and
• approachable manner.

• Big Picture: Understands and contributes to organizations’ short- and

• long-term business strategy.  On a personal level has independently developed
• a vision for short- and long-term career success.

• Motivation / Dedication: Commits to excellence in pursuing unselfish

• goals.  Initiates action with collective goals takes responsibility, and
• shows personal humility.

• Technical Curiosity / Willingness to Learn: Interest in seeking out new

• experiences, knowledge, and candid feed, back; demonstrating an openness to
• learning and change.

• Problem-Solver: Ability to identify, analyze, and solve a problem in support

of personal, group, department, or organizational objectives.

Physical Requirements

• (The physical demands described here are representative of those that must be
• met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to

perform the essential functions.)

• The employee may regularly lift and /or move up to 10 pounds, and

occasionally lift and/or move up to 30 pounds.

• Specific vision abilities required by this job include Close vision and

Distance vision.

• While performing the duties of this Job, the employee is regularly required

• to stand; use hands to finger, handle, or feel; reach with hands and arms and
• talk or hear.

• The employee is regularly required to walk and sit; climb or balance and

• stoop, kneel, crouch, or crawl (for purposes of filling
• photocopier/printers).

• The employee is occasionally required to reach above shoulder height to

access storage cabinets and mail cubicles.

Hours

• This is a non-exempt position. Workdays are scheduled from Monday through
• Friday. Typically, work hours begin and end between 7:00 am and 5:00 pm as
• scheduled with the position's supervisor, with a minimum thirty-minute and
• maximum one-hour break for lunch, and two rest breaks. Occasional overtime may
• be necessary per business needs.

Travel

• 0 -5% of the time to and from the primary office to other ACCO offices or
• facilities.

Competitive Wages

• $41.32 to $52.77 per hour. Applicants please note that actual compensation is
• determined by several factors that are unique to each candidate, including but
• not limited to job-related skills, depth of experience, certifications, relevant
• education or training, and specific work location, among others. The offered
• wage or salary is only one aspect of an employee's total compensation.

#ACCO

#LI-MM2

• Why join ACCO? ACCO Engineered Systems is one of the largest mechanical
• contractors in the country. Since 1934, owners and builders have selected ACCO
• to design, install, and maintain more than 250,000 mechanical projects. ACCO is
• dedicated to the design, fabrication, installation, maintenance and service of
• commercial and industrial HVAC, refrigeration, plumbing, process piping, and
• building automation systems. Whether your project is a low or high-rise office
• building, a shopping mall, hospital, semi-conductor fabrication facility or
• pharmaceutical manufacturing plant…ACCO can design, build, install, and maintain
• a mechanical system to meet your needs.

• Here at ACCO, we are a part of something bigger. Just ask our customers:
• California Academy of Sciences, L.A. Live, and San Francisco 49ers Stadium.
• While we have been around for 80+ years, we continue to grow at a dynamic pace.
• And we are looking for talented individuals to join our team.

• What's great about working at ACCO is that we’re a big enough company to be the
• leader in HVAC mechanical contracting in California and the Southwest U.S., but
• as a 100% employee-owned ESOP, we’re a private company with a family-oriented
• feel. Several of our employees have worked at ACCO for twenty-five, thirty, and
• even over forty years! Together, the employees of ACCO are comprised of
• intelligent, dedicated, and entrepreneurial team members who put customers first
• and enjoy what they do.

ACCO IS AN EQUAL OPPORTUNITY EMPLOYER AA M/F/V/D.

• We proudly hire U.S. Military Veterans, and those qualified are encouraged to
• apply.

• Equal Employment Opportunity is The Law.|Pay Transparency Nondiscrimination
• Provision [https://www.dol.gov/general/topic/discrimination]

ACCO will consider qualified applicants with criminal histories for employment.

Notice to Outside Recruiters

• Hiring managers are not authorized to review or accept recruiting agreements
• from any outside recruiting agencies. Outside recruiting agencies should not
• submit unsolicited resumes without signing the company's recruiting agreement.