What are the responsibilities and job description for the Administrative Assistant position at TopBuild?
We are looking for individuals who are eager to develop and apply their skills in ways that make a positive impact to communities. Here, you’ll be proud to be a part of a company known for putting safety and people first, combined with uncompromising integrity.
Job Description
[From Job Description]
SUMMARY
The Administrative Assistant supports senior-level executives in a growth-oriented company by using strong process, planning, and quality orientation to provide coordination for meetings and events, communication to various internal and external groups, projects, proactive organization of information, and follow up on meetings and project initiatives. Primarily, supports HR programming.
ESSENTIAL FUNCTIONS
Represent executive(s) and staff members in a professional and positive manner. Communicate with company leaders and employees of all levels and external stakeholders and parties in a way that lives our company values and demonstrates accuracy and professionalism.
Provide communication and organizational support
- Prepare correspondence, presentations, reports and other special projects for executives. This includes composing and editing key communications and documents.
- Communicate in person and through correspondence with various levels of contacts - both inside and outside the company.
- Help maintain contact lists.
- Process invoices for payment and follow-up as needed.
- Collaborate on and prepare company-wide communication updates for distribution as needed.
- Perform general office duties, such as photocopying, scanning and sending materials out via standard/certified mail, UPS, FedEx, etc.
- Provide back-up support to Executive Assistant as needed.
Schedule and coordinate meetings and events
- Schedule and coordinate meetings, conference calls, web calls, phone calls and other executive events including Board meetings.
- Assist with scheduling travel for interview candidates and external visitors, plan accommodations and develop itinerary, as needed.
- Schedule and provide support for employee events as needed.
- Inform attendees of meeting dates and times, reserve meetings space, ensure the appropriate equipment/materials are available and coordinate F&B arrangements as needed.
Manage executives’ calendars and travel
- Anticipate administrative needs and availability of the executive(s).
- Schedule and coordinate variety of internal and external meetings.
- Coordinate full scope of travel arrangements and itineraries, working directly with corporate travel agency and with individual travel providers as needed.
- Complete and reconcile executive travel expenses.
Project Management
- Assist with managing HR projects, including M&A calendar and communications.
- Assist with managing company-wide HR initiatives as needed.
Perform other administrative support related duties as requested.
EDUCATION AND EXPERIENCE
Associate or Bachelor degree or equivalent
5-8 years of experience supporting executive-level leaders
REQUIRED SKILLS
Proficient in Microsoft Office Software such as Outlook, Word, Excel, PowerPoint and Teams.
Other useful systems experience:
Zoom (web-based conference programs)
Workday (or other similar HRIS)
Egencia (or similar corporate travel agency program)
Requires self-management and project management ability.
Ability to manage multiple tasks and priorities.
Should possess enthusiasm and positive attitude.
Enjoy working with people.
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