Executive Admin

Company Description
db3 Consulting Services, LLC, established in 2020, is a technical services firm located in Chicago, IL, dedicated to providing innovative solutions in design, security, and construction across commercial, industrial, and residential sectors. As a minority-owned business, we pride ourselves on our ability to bring client projects from concept to reality through a comprehensive suite of consulting services and expert construction management.

At db3 ConServe, we are not just consultants and contractors; we are trusted business partners in building, securing, and maintaining efficient environments that cater to the evolving needs of our clients.

Our Values
– High Performance, Low Ego: We win together.
– High “Say-Do” Ratio: We deliver on our promises.
– Moral Courage: We are dedicated to winning the right way.
– Growth Mindset: We do what looks impossible.

Role Description
We are looking for a digitally savvy and proactive Administrative Assistant to join our dynamic team. This role will support the executive team, manage travel arrangements, and coordinate various administrative functions to ensure the smooth operation of our virtual office. The ideal candidate will be tenacious and polite, with a strong background in administrative support, excellent communication skills, and a keen eye for detail.

Key Responsibilities

Administrative Support:
– Calendar Management:
– Manage executive calendars, schedule virtual meetings, and coordinate travel arrangements to ensure efficient time management.
– Document Preparation:
– Prepare, edit, and organize executive correspondence, reports, presentations, and other documents with a high degree of accuracy and professionalism.
– Liaison Duties:
– Act as a liaison between executives and internal/external stakeholders, maintaining clear and effective communication.
– Meeting Facilitation:
– Organize and facilitate executive meetings, including agenda preparation, minute-taking, and action item tracking.
– Confidentiality:
– Handle confidential information with the utmost discretion and integrity.
– Operational Excellence:
– Drive operational excellence by identifying and implementing process improvements that enhance efficiency and effectiveness across the company.
– Virtual Office Operations:
– Oversee virtual office operations, ensuring smooth workflow across remote teams through effective use of digital communication platforms.

Travel Coordination:
– Travel Booking:
– Book travel arrangements for employees, ensuring compliance with the company’s travel policy and utilizing corporate discounts.
– Travel Documentation:
– Collect and submit approved Travel Request Forms to ensure proper booking and expense tracking.

Expense Management:
– Expense Reporting:
– Assist in preparing and submitting expense reports, ensuring all receipts and documentation are collected and filed within 5 business days of completing travel.
– Reimbursement Process:
– Facilitate the reimbursement process by ensuring all necessary documentation is submitted and processed timely.

**Qualifications:**
– Bachelor’s degree in Business Administration or a related field preferred.
– Minimum of 5 years of experience in an administrative support role.
– Strong organizational skills and the ability to multitask and prioritize effectively.
– Excellent verbal and written English communication skills.
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Microsoft Teams, Smartsheets, DocuSign).
– Ability to handle sensitive and confidential information with discretion.
– Strong interpersonal skills and the ability to build positive relationships with employees at all levels.
– Experience with travel booking and expense management.