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HEAPY · 2 weeks ago

Leadership Administration and Practice Coordinator

Dayton, OH

Full-time

Hybrid

Mid, Senior Level

5+ years exp

HEAPY is a growing firm driven by innovation, purpose, and people. The Leadership Administration and Practice Coordinator will support HEAPY leaders by providing administrative support for various executive processes, ensuring efficiency and effectiveness in operations.

ComputerInformation TechnologySoftware

Responsibilities

Supports executive effectiveness through managing calendars, meetings, logistics, communications, and materials

Maintains organized electronic files and records for the C Suite and Board of Directors, ensuring confidentiality and accuracy

Coordinates and arranges meetings, prepares agendas, reserves and prepares internal meeting spaces, and attends/records/distributes meeting minutes related to the C Suite, Board of Directors, and Shareholder activities. This includes:

Managing meeting and travel logistics (including airline travel) for Chief Executive Officer (CEO) with a high level of attention to detail, proactively gathering relevant information about venues, rooms, layouts, and amenities to ensure leaders are prepared

Reserving and coordinating external event spaces for monthly or quarterly meetings outside of the HEAPY office for executives, Board Members, and Shareholders

Assisting the other executive team and/or HR with related arrangements as requested

Orders supplies, food, flowers, and other gifts as requested by executives or HR staff

Collaborates with the HR team on various projects, providing administrative support where needed

Assists with internal communications, including drafting memos, emails, and other correspondence as needed

Maintains employee confidence and protects operations by keeping human resources and private corporate information confidential

Helps prepare the CEO’s events and presentations, proactively managing timelines, progress, and deliverables to ensure consistent readiness and execution

Assists with developing visual materials and presentations and embraces technologies that streamline workflows through automation

Assists practice colleagues with maintaining client activities and opportunities in the customer relationship management platform

Upholds quality management standards by ensuring all documentation is properly entered into HEAPY systems and required design reviews are completed accurately

Manages inputs and outputs of the Construction Administration process per requirements, ensuring the shared portal for colleague, partner, and vendor access is maintained

Additional responsibilities as requested/needed

Qualification

Executive-level assistant experienceMicrosoft Office skillsOrganizational skillsCommunication skillsProblem-solving skillsProactive attitudeService-drivenAdaptability to new technologiesCustomer relations managementAttention to detailFlexibilityTime managementConfidentiality

Required

Five years' (minimum) executive-level assistant experience, preferably at a midsize company ($30m-70m company / 250+ people)

Experience supporting multiple leaders within the organization

Demonstrated skills of being proactive, flexible, curious, detail-oriented, deeply service-driven, and solutions-oriented

Possession of a proactive and positive attitude with a willingness to learn and take on new challenges

Strong organizational skills with an ability to prioritize tasks and manage time effectively

Excellent written and verbal communication skills

Ability to maintain confidentiality and handle sensitive information with discretion

Aptitude for sound decision-making and problem-solving in pressure situations

Advanced Microsoft Office skills with exceptional efficiency, paired with a strong ability and interest to learn and adapt to new technologies quickly