MAJOR FUNCTION
The Executive Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. The Executive Assistant will provide high-level administrative support to the Executive Director and other senior staff.
Licensing duties:
The Licensing Coordinator will administer and process all applications for various licenses. They will also maintain all necessary records and update it on systems and conduct various interviews and prepare all required statements.
SPECIFIC RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
- Answers and transfers phone calls, screening when necessary.
- Welcomes and directs visitors and clients.
- Maintains filing systems as assigned.
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
- Responds to and resolves administrative inquiries and questions.
- Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
- Maintains office supplies and coordinates maintenance of office equipment.
- Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
- Performs clerical and administrative tasks including drafting and editing letters, memos, invoices, reports, and other documents for senior staff.
- Arranges travel and accommodations for executives, staff, and guests.
- Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Performs additional duties as assigned by executives.
- Provide Telecom coordination and support for offices nation-wide
- Provide Travel program management for offices nation-wide.
- Coordinate and/or assist with office events on and offsite.
- Purchases supplies and equipment for offices nation-wide.
- Assists with building management duties (e.g. repairs and service to corporate office building)
- Maintain and track all contractor licenses, registrations, and certifications at the federal, state, county, and municipal levels.
- Prepare and submit new license applications, renewals, amendments, and reinstatements.
- Monitor expiration dates and ensure timely renewals to prevent lapses in licensing.
- Maintain qualifying party information and coordinate updates when personnel changes occur.
- Research licensing requirements for new geographic markets and business operations.
- Ensure compliance with state contractor licensing laws and regulations.
- Monitor changes in licensing requirements and communicate impacts to management and operational teams.
- Coordinate responses to licensing audits, agency inquiries, and requests for documentation
- Maintain centralized licensing databases and filing systems.
- Coordinate with corporate legal, finance, and tax departments regarding entity registrations.
- Verify licensing requirements before bidding or commencing work in new jurisdictions.
- Provide licensing documentation required for customer prequalification packages, bids, and contract submissions.
- Support project managers with jurisdiction-specific compliance requirements.
- Serve as the primary point of contact with state licensing boards, secretaries of state, municipalities, and regulatory agencies.
- Respond to internal requests regarding licensing status and compliance requirements
- Work with CT Corporation for all Secretary of State Filings and annual reports to remain in good standing with all the states we have licenses in for our jobs.
- Provide optimal level of customer service in coordination with public, members, and solicitors for all licensing activities
SKILLS, KNOWLEDGE, QUALIFICATIONS, & EXPERIENCE:
- Associates degree preferred or equal training in related field.
- One to two years of experience in an administrative role.
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail.
- Basic understanding of clerical procedures and systems such as recordkeeping and filing.
- Ability to work independently.
- Experience managing contractor licensing, permitting, or regulatory compliance.
- Knowledge of multi-state contractor licensing requirements preferred.
- Strong organizational and project management skills.
- Ability to manage multiple deadlines and regulatory requirements simultaneously.
- Effective verbal and written communication skills are essential.
PHYSICAL DEMANDS:
- Ability to communicate orally and in writing with vendors, management, and other coworkers, both individually and in front of a group
- Regular use of the telephone and email for communication is essential
- Sitting for extended periods of time is common
- Hearing, vision, and speaking within normal ranges is essential for normal conversations, to receive ordinary information, and to prepare or inspect documents
- No heavy lifting is expected, though exertion of up to 15 pounds of force may occasionally be required
- Good manual dexterity for the use of common office equipment such as computers, calculator, copiers, and fax machines
- Good reasoning ability is important, must be able to understand and utilize management reports, memos, and other documents to conduct business
- Primarily an office position.
WORK ENVIRONMENT:
This job is primarily performed indoors in a traditional office setting. Employee typically works in well-lit, comfortable office and usually have access to a computer, printer, and other office equipment. Most executive assistants work full time and some work more than 40 hours per week. Lastly, will Work somewhat close to other people.
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. Employees will be required to follow any other job-related duties requested by their supervisor. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, disability status, age, sexual orientation, gender identity and expression, marital status, citizenship, HIV/AIDS status, or any other legally protected factor.
Job Type: Full-time
Pay: $70,000.00 - $90,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
