Executive Assistant

DUCTZ of Delchester•Tredyffrin Township, PA

19d•$60,000 - $80,000•Hybrid

About The Position

We are looking for a highly organized, dependable, and motivated Personal Assistant to the Owner who can help manage both the day-to-day demands of the owner and some operational tasks of multiple businesses. Our primary business operates 24 hours a day, 7 days a week, and the owner is actively involved in operations, customers, employees, job sites, vendors, travel, meetings, and business development. We need someone who understands that while there will be normal working hours, situations will occasionally come up early in the morning, at night, or on weekends that require attention. Our office is located in Paoli/Malvern area and this is where the position is based but some travel is required as well as daily errands in the area. Over time, you should be able to recognize problems, know who to contact, follow up with the right people, and get things handled without needing step-by-step instructions. Our business operates 24/7, and emergencies and schedule changes don't always happen between 9:00 AM and 5:00 PM. This mean this position requires someone who understands that occasional after-hours communication is part of the job. There may be situations where an important call, text, schedule change, customer issue, employee issue, or emergency needs attention outside normal working hours. We need someone who is comfortable with that environment and understands the responsibility that comes with working directly with the owner of a 24/7 operation. This position has the potential to grow significantly. The goal is for the person in this role to become an important part of the company and take on more responsibility as they learn the operation and as the owner buys more locations throughout the country.

Requirements

Extremely organized
Reliable and punctual
Comfortable working directly with a business owner
Good at communicating with different personalities
Confident on the phone
Professional with customers and business partners
Able to handle pressure without becoming overwhelmed
Comfortable with constantly changing priorities
Able to keep confidential information confidential
Tech-savvy and comfortable learning new software
Good with email, calendars, spreadsheets, documents, and basic office technology
Willing to travel locally and occasionally out of town
Comfortable visiting active job sites and working around a service/construction environment
Someone who takes initiative instead of constantly waiting to be told what to do

Responsibilities

Managing the owner's schedule, calendar, meetings, appointments, and reminders
Helping prioritize what needs the owner's attention and what can be handled by someone else
Answering and making phone calls
Monitoring and responding to emails and messages
Coordinating with employees, managers, customers, vendors, and business partners
Helping schedule jobs, meetings, travel, conferences, and appointments
Following up with people to make sure tasks actually get completed
Preparing paperwork, documents, spreadsheets, reports, and other administrative items
Keeping track of deadlines, commitments, outstanding items, and follow-ups
Assisting with invoices, estimates, receipts, purchasing, and other basic business administration
Helping coordinate company events, meetings, training, and travel
Running occasional business and personal errands
Visiting offices, warehouses, vendors, partners, and job sites when necessary
Helping solve problems as they come up instead of simply passing everything to the owner
Learning how the businesses operate so you can increasingly handle responsibilities independently
Helping organize both business and personal obligations when they overlap
Handling confidential business and personal information professionally