PURPOSE STATEMENT:
Guided by partnership, we are determined to build the best experience.
COMPANY VALUES:
Choosing what’s right, every time
A can-do attitude
A personal sense of responsibility
People who value other people
Owen-Ames-Kimball Co. (O-A-K) is an employee-owned company in Michigan, Florida, and Colorado commercial, educational, and industrial construction landscape for over 130 years. From the 19th-century, we’ve created historical treasures and built inspiring contemporary design. Today, our talented team continues to transform the landscape where we live, work and play.
POSITION SUMMARY:
The Office – Executive Assistant provides office management, reception, and operational support to the Executive Team and the broader office. This role assists with front desk coverage, office supply and facilities coordination, scheduling needs, and daily administrative tasks. The Office – Executive Assistant helps maintain a high standard of organization and professionalism while ensuring an efficient office environment and supporting all departments with clerical and documentation tasks.
POSITION RESPONSIBILITIES & DUTIES:
Front Desk & Reception
- Serve as the first point of contact for visitors, clients, and vendors by greeting them professionally and directing them appropriately.
- Answer and route incoming phone calls, monitor the main inbox, and provide timely responses or follow-up.
- Maintain a clean, organized, and welcoming front desk and lobby area.
- Office Operations, Supplies & Facilities Coordination
- Monitor and order office supplies, ensuring adequate inventory and coordinating with vendors as needed.
- Coordinate with facilities vendors, maintenance partners, and building management to address service needs, repairs, and scheduled work.
- Support office space organization, conference room readiness, and general upkeep to ensure a functional work environment.
- Assist with mail distribution, shipping, deliveries, and document handling.
Executive Support
- Provide direct administrative support to the President of the Florida Division.
- Manage executive calendars, scheduling priorities, and coordinate meetings with internal and external stakeholders.
- Prepare meeting agendas, materials, presentations, and executive summaries.
- Capture meeting notes and facilitate follow-up actions to ensure completion of key initiatives.
- Manage incoming communications and correspondence on behalf of the President when appropriate.
- Draft professional communications, letters, and internal or external correspondence.
Executive Coordination & Communication
- Serve as a professional point of contact for internal teams, clients, and external partners interacting with executive leadership.
- Coordinate executive meetings, leadership sessions, and strategic planning discussions.
- Assist in preparing reports, executive presentations, and organizational updates.
- Support internal initiatives, leadership communications, and company-wide coordination efforts.
Administrative & Organizational Support
- Coordinate travel arrangements and logistics for executive leadership.
- Organize meetings, leadership events, and executive-level gatherings.
- Assist with preparation of materials for leadership meetings and company initiatives.
- Support internal committees and leadership initiatives as requested.
- Assist with coordination of client events, internal functions, and employee engagement activities.
Professional Representation
- Maintain the highest level of discretion when handling confidential information related to company strategy, leadership discussions, or organizational matters.
- Represent Owen-Ames-Kimball and executive leadership with professionalism, integrity, and strong interpersonal skills.
- Help maintain a highly organized and efficient executive workflow.
SUPERVISION RECEIVED
Moderate Supervision
Operates with a degree of independence in managing daily responsibilities. Seeks guidance for complex, unfamiliar, or high-impact decisions but otherwise works autonomously to meet goals and deadlines.
SUPERVISION RESPONSIBILITIES
None. This position has no supervisory responsibilities and does not provide oversight or direction to other employees.
EDUCATIONAL & EXPERIENCE REQUIREMENTS
- High school diploma or equivalent
- 1 year of administrative, coordination, or office operations experience preferred.
- Experience in construction operations, field support, scheduling, or safety administration is strongly preferred.
- Experience with Microsoft Suite, Bluebeam, and BambooHR is helpful.
- Strong understanding of scheduling logistics, data accuracy, documentation, and training coordination.
