Executive Administrative Assistant
January 28th, 2012
Executive Administrative Assistant to Busy Principal
Looking for a sharp, talented and energetic executive administrative assistant to help me run the business.
If you are an experienced Executive Administrative Assistant working for a CEO this opportunity may be right for you. You see, I have an opening for someone to be my personal assistant. I am the Owner and CEO of the company and You will be working directly for me.
Excel Engineering Consultants, LLC. is a 20 year old company. It is a civil and environmental engineering consulting firm located in the Orlando area.
On a side note, the reason I am looking for an assistant is that my personal assistant of 12 years had some personal family matters that needed immediate attention and left this vacancy.
I am a great guy to work with. I will respect you and I will require the same treatment back. I give this company 110% of my energy during my 8 hours every day and I will expect the same from you.
Now before we continue, I must Warn You. I am not looking to transplant somebody from another State or another far away City. I am looking for someone within normal driving distance to the office (20 miles or so), that is established in Central Florida. Otherwise, you will not be considered.
Now getting back to the job description…… You will be involved in helping me with all kinds of executive level functions. More specifically, I’m looking for someone that has the following job competencies:
1. You will be involved with writing proposals and marketing which will be an on-going part of your duties. If you want hands-on business experience in running a business, then this is a great opportunity for you.
2. You need to have experience in setting up a complex electronic file system that is “user-friendly”. Meaning I have to be able to find documents quickly. Now we already have one but it can always be improved.
3. You will be proof reading and formatting technical engineering reports, letters, proposals and contracts. You will need to be meticulous and make sure that they not only look good but also don’t have any mistakes. The documents need to read and flow well. This is important since all we produce are reports and plans.
4. You will be preparing permit applications to the various governmental agencies that we work with. These forms are somewhat tedious and technical and it is important that the information is gathered from the client and the engineers and then inserted in the forms properly. Then all supporting documentation needs to be gathered and included in the permit package and coordinated with the client and the engineers before submitting to the agency.
5. Once a month you will be going through the project time sheets program (BillQuick) and running reports in order to prepare invoices (QuickBooks). You will prepare the invoices and we will sit down to go over them and I will approve them. Then you follow up with clients to make sure that we get paid.
6. You have to have to be able to follow up and follow through on everything we do so that nothing falls through the cracks. This is an ongoing process and you do it through emails and phone calls.
7. Once in a while you may even have to go down to the agency to walk a permit application through the system.
8. You will also be doing routine clerical tasks such as inventory office supplies and ordering materials.
9. Since this is a people business you need to be well mannered and have good “people skills”. Because you will be dealing with me, other engineers, attorneys, governmental agents, other professionals and clients. So being able to communicate effectively in a pleasant people friendly manner while getting your point across……is necessary.
10. You will be working with software such as MS Word, Excel, Sage ACT!, BillQuick and QuickBooks. Needless to say you really have to be good with MS Word and Excel. And have a good working knowledge of ACT! and QuickBooks.
11. You will be keeping track of my personal schedule and project schedules (calendaring) We use a simple system via the Sage ACT! Calendar which is networked through the office.
Well I hope that I explained what I am looking for clearly. Because I don’t want to waste your time or mine in this venture. This position is for a well rounded executive administrative assistant that wants to be part of running a business. You will be involved in a number of different tasks from day to day depending on the needs of the business and the challenges that I have that day.
This position is Not for a Newbie. It requires a person mature in character with prior experience
(5 years or more) working with a similar company (preferable another civil engineering company).
If you are a well organized person that has good organizational skills; if you are detailed oriented; and if you would like to help me run the business by performing the duties of an executive administrative assistant to the president of a small engineering company then this may be a good opportunity for you.
If you are interested in this position because you meet the qualifications please do the following:
1. PLEASE Do Not Call ME! I Will Call You If I’m Interested.
2. Send me a cover letter explaining the benefits that you bring to the table in light of the requirements.
3. Attach a resume which is benefit oriented. What I mean by that, is that if you explain in your prior work history not just the things you did, but the benefits that your efforts brought to the particular company. Meaning how did your efforts contribute to the goals of the company in relationship to making the business more effective, more profitable, etcetera, etcetera, etcetera.
4. Please contact me by responding to this letter-send your documents in MS Word format only.
5. Send Cover Letter, Resume and References to > Hr-one@Excelengineers.com


