Executive Assistant To CEO

Ackerman Plumbing-posted 3 days ago
Full-time • Executive
Sarasota, FL
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Executive Assistant Sarasota, Florida Join a Legacy of Excellence Ackerman Plumbing is seeking an experienced and driven Executive Assistant to support our leadership team through proactive coordination, effective communication, and exceptional organizational skills. If you are looking for a long-term opportunity with a company that values expertise, leadership, and quality, we encourage you to apply and become part of our legacy of excellence. About Ackerman Family-owned and operated since 1946, Ackerman Plumbing has proudly provided expert craftsmanship across four generations. Our projects range from hospitals and hotels to educational institutions and museums, consistently setting industry standards for quality and reliability. Our company built its reputation on the belief that our customers deserve nothing less than the "World’s Greatest Plumbers." Benefits Competitive Salary commensurate with experience Paid Time Off and 9 Paid Holidays Comprehensive Health, Vision, and Dental Insurance 401(k) Retirement Plan with 4% Company Match Access to the Latest Technology and Project Management Tools Ongoing Professional Development and Career Advancement Opportunities A collaborative, supportive work environment that fosters excellence Position Overview Primary Responsibilities The Executive Assistant will provide high-level administrative, operational, and organizational support to the leadership team within a commercial plumbing organization. This role ensures efficient daily operations, enhances communication across departments, and supports project coordination, scheduling, documentation, and client service activities. The ideal candidate is proactive, detail-oriented, trustworthy, and thrives in a fast-paced construction/trades environment.

  • Manage calendars, schedule meetings, coordinate travel, and prepare agendas for executives.
  • Organize, draft, and proofread correspondence, proposals, reports, and internal documents.
  • Maintain confidentiality while handling sensitive company and project information.
  • Track executive priorities and ensure deadlines are met.
  • Assist with preparing, formatting, and organizing board meeting documents, presentations, and reports.
  • Assist with project documentation, including submittals, RFIs, change orders, permits, and closeout packages.
  • Coordinate with project managers, field supervisors, vendors, and general contractors as needed.
  • Maintain organized digital and physical filing systems for project documents.
  • Monitor progress milestones and support timely communication with stakeholders.
  • Support scheduling of technicians, subcontractors, and field teams as needed.
  • Assist with onboarding, training logistics, and maintaining employee records.
  • Help track licenses, certifications, safety documentation, and compliance requirements.
  • Assist with follow-ups and expense reports.
  • Track project budgets, cost codes, and related financial documentation.
  • Support vendor account management and maintain updated contact lists.
  • Serve as a primary point of contact for clients and partners when executives are unavailable.
  • Coordinate meetings, site visits, and ensure all stakeholders have required documentation.
  • Maintain a professional and courteous demeanor representing the company.
  • 10+ years of administrative or executive assistant experience, preferably supporting leadership in construction, field service, or commercial trades.
  • Strong organizational skills with the ability to multitask and prioritize effectively.
  • Excellent written and verbal communication skills.
  • Proficiency with Google Workspace or Microsoft Office; comfort with project management or construction software (e.g., ServiceTitan, Procore, Buildertrend, or similar).
  • Ability to work independently and handle confidential information.
  • Experience working with commercial job site processes and documentation.
  • Familiarity with accounts payable/receivable workflows.
  • Proactive problem-solving
  • Attention to detail
  • Excellent time and task management skills
  • Adaptability in high volume and fast-paced environment
  • Team collaboration
  • Background supporting operations in plumbing, HVAC, mechanical, or other skilled trades, strongly preferred.
  • Competitive Salary commensurate with experience
  • Paid Time Off and 9 Paid Holidays
  • Comprehensive Health, Vision, and Dental Insurance
  • 401(k) Retirement Plan with 4% Company Match
  • Access to the Latest Technology and Project Management Tools
  • Ongoing Professional Development and Career Advancement Opportunities
  • A collaborative, supportive work environment that fosters excellence
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