Administrative Assistant

Job Description

Job DescriptionSalary: $21.00 - $23.00 per hour

POSITION SUMMARY

This position is for an Administrative Assistant working out of our Plymouth, MA location. The Administrative Assistant is responsible for providing essential support to the office by answering phones, scheduling sales calls, and performing general clerical tasks. This role ensures smooth daily operations and professional communication with clients and team members.

ABOUT THE COMPANY

Egan Landscape Group is a premier landscaping company dedicated to excellence in design, maintenance, and horticulture. The company emphasizes a commitment to high-quality results, client satisfaction, and positive community impact. Guided by its RELIANT core values, Egan Landscape Group prioritizes reliability, professionalism, and sustainability in all its operations, ensuring they deliver exceptional landscaping solutions tailored to their clients' needs.

OBJECTIVES

• Ensure smooth day-to-day office operations by managing schedules, organizing files, and handling office supplies, creating an efficient work environment.
• Effectively manage the calendars of executives or team members, scheduling meetings, appointments, and events while prioritizing conflicting requests.
• Serve as the first point of contact for internal and external communications, including answering phone calls, emails, and handling general inquiries promptly and professionally.
• Prepare, format, and proofread documents such as reports, presentations, and correspondence, and maintain an organized filing system for easy access to critical information.
• Assist in planning and organizing company events, meetings, and conferences, from logistics to coordinating catering, venues, and invitations.
• Input and update data in internal systems, generate reports, and analyze information as needed to support decision-making processes.
• Manage expense reports, assist with budgeting tasks, and track invoices or receipts, ensuring accurate record-keeping for financial activities.
• Build and maintain positive relationships with clients, customers, and vendors, ensuring smooth communication and collaboration with all parties.
• Coordinate travel logistics including booking flights, accommodations, and transportation for employees or executives attending conferences, meetings, or off-site projects.
• Handle sensitive information with discretion, ensuring that confidential company data, client information, and personal details are protected according to company policies.

COMPETENCIES

• The ability to manage multiple tasks, schedules, and projects simultaneously while maintaining an organized workspace and system for tracking responsibilities.
• Strong verbal and written communication skills to interact effectively with colleagues, clients, and management, including drafting emails, reports, and documents.
• Effectively prioritizing tasks and managing time to meet deadlines, ensuring that urgent matters are handled quickly without sacrificing the quality of other responsibilities.
• The ability to notice and correct mistakes, whether in data entry, documents, or planning, ensuring high accuracy in all tasks.
• The ability to identify issues quickly and provide effective solutions, whether dealing with scheduling conflicts, technical issues, or logistical challenges.
• Proficiency in office software (Google Workspace), communication tools (e.g., Zoom), and familiarity with office equipment and management systems.
• Strong interpersonal skills to provide excellent service to clients, vendors, and colleagues, managing inquiries and complaints in a professional and friendly manner.
• The ability to adjust to changing priorities and new challenges in a fast-paced environment, maintaining composure under pressure.
• The ability to handle sensitive information with discretion, respecting privacy and confidentiality policies in all professional dealings.
• Working well with colleagues, supporting team goals, and contributing positively to group projects, while maintaining good working relationships across departments.

EDUCATION AND EXPERIENCE

• Prior experience in an administrative or clerical role is preferred.
• Strong communication and customer service skills.
• Proficiency in Google Suite (Docs, Sheets, Drive).
• Excellent organizational and time-management abilities.

PHYSICAL REQUIREMENTS

• The role may involve occasional standing and walking to retrieve files, make copies, and assist with office duties. The ability to lift and carry office supplies, documents, or small packages up to 25 pounds is necessary. Visual acuity is essential for reading documents, reviewing spreadsheets, and using a computer screen, while strong hearing and speaking abilities are required for effective communication in person, over the phone, and in virtual meetings. The position may also involve occasional reaching, bending, or kneeling to access storage spaces at various heights.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Egan Landscaping recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to contact @eganlandscapegroup.com. Already a candidate? Please connect directly with your recruiter to discuss this opportunity.