Executive Assistant To CEO

Smith Pump • Waco, TX

16h • $60,000 - $90,000

About The Position

This position reports directly to the President and carries his authority when it asks Sales and Project Management for what it needs. The job actually does is own the paperwork, records, and deadlines of the pre-sale process: bid packages, bid bonds, payment and performance bonds, certificates of insurance, and executed contracts. The role requires someone who has worked to deadlines that carry consequence and who is comfortable reading a set of instructions to bidders and working out exactly which documents a complete submittal requires. This position does not involve managing calendars, screening email, booking executive travel, or preparing meeting materials.

Requirements

• High school diploma or GED
• Three to five years of experience in bid administration, contract administration, surety or insurance documentation, or purchasing administration. General office or executive support experience alone does not meet this requirement.
• Demonstrated ability to work to externally imposed deadlines
• Ability to read, interpret, and act on bid solicitations, instructions to bidders, surety forms, insurance certificates, and contract documents
• Ability to write clear business correspondence to agencies, sureties, and vendors
• Proficiency in an ERP system for daily record keeping and reporting, plus Microsoft Excel and Outlook
• Discretion and confidentiality with sensitive company information

Nice To Haves

• Associate's degree or higher
• Experience with municipal or other public works bidding
• Experience with payment and performance bonds and certificates of insurance
• Experience coordinating trade shows or professional education events

Responsibilities

• Manage the bid calendar across Outlook and the ERP system to ensure no bid deadline is missed.
• Request bidding requirements from the awarding agency, interpret them, and identify all necessary documents for a complete submittal.
• Prepare bid forms and legal bid documents for the Project Manager.
• Request bid bonds, process and track payment and performance bonds, and pass bond costs to the Project Manager.
• Secure and track certificates of insurance required by the bid or contract.
• Maintain complete project records through contract execution.
• Assemble executed sales contracts, route them for signature, distribute executed copies, and retain the contract record.
• Track contract documentation obligations and deadlines, and inform the Project Manager of outstanding items.
• Support Sales Engineers in maintaining leads and contacts in the ERP system.
• Receive quote requests from Sales, enter them, verify completeness, and hand complete requests to Project Management.
• Pull and distribute recurring sales reports on a set schedule.
• Coordinate trade shows and conferences from registration through booth logistics.
• Coordinate TWUA short schools, Lunch and Learns, and engineering presentations, including CEU and PDH certificates.
• Maintain literature, samples, demonstration equipment, and trade show assets.
• Coordinate with vendors for literature, co-op funds, and factory training.

Benefits

• Reporting directly to the President
• Defined scope and clear measures of success
• Opportunity to own the paperwork, records, and deadlines of the pre-sale process
• Work with a family-owned company serving municipal water, wastewater, and stormwater customers

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED