Company Mission Statement: To build up our communities, our clients and each other by building trust in everything we do.
Summary/Objective:We are seeking a highly organized, proactive, and detail-oriented Regional Support Administrator to provide comprehensive administrative support to the Asheville Regional Team and Senior Leadership. This role requires excellent communication skills, discretion, and the ability to multitask in a fast-paced environment.
Essential Functions
Executive Support:
•Manage executives’ calendars, schedule meetings, appointments, and travel arrangements.
•Prepare and edit correspondence, reports, presentations, and other documents.
•Act as a gatekeeper, prioritizing communications and handling confidential information with discretion.
•Coordinate and prepare materials for meetings, including agendas, minutes, and follow-up action items.
•Exercise the highest level of discretion in handling sensitive and confidential information, ensuring privacy and professionalism in all executive interactions.
Office Management:
•Oversee daily office operations, ensuring a professional and efficient work environment.
•Manage office and break room supplies, equipment, and vendor relationships, negotiating contracts as needed.
•Coordinate and oversee catering for working lunches, ensuring timely delivery and alignment with dietary preferences and budget requirements.
•Coordinate office maintenance, facility management, and landlord relations, resolving office-related malfunctions and responding to requests or issues promptly.
•Plan and execute regional company events, team meetings, and off-site activities.
•Support implementation of and maintain office policies and procedures to enhance workflow.
•Welcome guests and perform limited reception duties, ensuring a professional and hospitable environment.
•Manage incoming and outgoing mail for the Asheville and Roanoke offices, ensuring timely distribution and delivery.
•Prepare conference rooms for meetings and ensure cleanliness and readiness after each use.
•Perform occasional errands to support office and executive needs.
•Organize and maintain file directories, overseeing updates and revisions as needed.
Communication and Coordination:
•Serve as the primary point of contact for internal and external stakeholders as required.
•Facilitate communication between executives, team members, and clients.
•Handle incoming calls, emails, and inquiries, redirecting or resolving as appropriate.
•Cultivate and maintain professional relationships with suppliers, customers, and colleagues to support operational efficiency.
Project Support:
•Assist with special projects, conducting research and compiling data as directed.
•Track project deadlines and deliverables, ensuring timely completion.
•Support cross-departmental initiatives by coordinating resources and schedules.
•Assist in compiling and editing proposal deliverables, ensuring consistency and professional formatting.
•Undertake ad-hoc assignments as directed by senior leadership, ensuring timely and accurate completion.
•Support miscellaneous administrative tasks, including data entry, document organization, and special event coordination.
•Assist with cross-functional initiatives, providing flexible support to various departments as needed.
•Maintain accurate records and documentation for miscellaneous projects to support organizational efficiency.
Preconstruction Support:
•Follow up via phone or email with Trade Partners and suppliers to confirm bid submissions.
•Develop and maintain relationships with Trade Partners and suppliers, adapting to their preferred communication practices.
•Collaborate with the Marketing Team to compile data and design qualification packages.
Competencies
•Polished, professional demeanor with strong interpersonal skills.
•Detail-oriented with a commitment to accuracy and quality.
•Calm under pressure, able to thrive in a dynamic environment.
•Team player with a positive attitude and willingness to take on diverse tasks.
•Exceptional organizational and time-management skills with a proven ability to prioritize tasks.
•Proactive problem-solver with a high level of initiative and adaptability.
Education and Experience
•Bachelor’s degree or equivalent experience preferred.
•3+ years of experience as an executive assistant, office manager, or similar role.
•Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Adobe, and scheduling tools (e.g., Calendly).
•Procore and knowledge of construction field is a plus.
•Excellent written and verbal communication skills.
•Experience managing budgets, vendor contracts, or event planning is a plus.
•Obtain Notary Public certification within the first month of employment.
Supervisory Responsibilities: None.
Work Environment: Typical office hours, M-F: 8AM-5PM. Hours may vary depending on demand. 80% Sitting, 20% Standing or Walking.
Physical Demands: Typically, the employee may sit comfortably to perform the work. No special physical demands are required to perform the work but usually involves prolonged periods of sitting at a desk and working at a computer. However, there may be some walking, standing, bending, and carrying of light items such as papers, books, small parts, driving an automobile, etc. While this work typically is not physically demanding, it can be mentally demanding, with many deadlines needing to be met consistently.
Travel Required: Minimal but will occasionally be required for errands, regional office meetings, construction job site visits, or company events. Must have a valid US driver's license.
Benefits:
•Comprehensive health, dental, and vision insurance.
•401(k) with company match.
•Paid time off and holidays.
•Professional development opportunities.
Additional Eligibility Requirements: None.
Work Authorization/Security Clearance Requirements: Must be authorized to work in the United States.
Affirmative Action/EEO Statement: Harper provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Harper complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Asheville, NC
Full-time
