Executive Assistant

R3 Heating & Air•Davenport, IA

2d•Hybrid

About The Position

R3 Roofing & Exteriors is a family-owned company built on the values of Loyalty, Accountability, and Community. As our commercial division continues to grow, we are continuing to strengthen the operational infrastructure that supports our sales, project management, and leadership teams. We are looking for a highly organized, professional, and proactive Executive Assistant to become an essential part of our growing commercial operations team. The Executive Assistant will provide high-level administrative and operational support to our Commercial Sales and Operations teams. This individual will play a critical role in coordinating projects, managing documentation, assisting with procurement and billing processes, and helping maintain efficient workflows across departments. This position requires someone who thrives in a fast-paced environment, communicates professionally, pays close attention to detail, and can confidently manage multiple priorities at once. Over time, this role has strong potential for growth into broader operational and leadership support responsibilities.

Requirements

Strong organizational skills with exceptional attention to detail
Ability to read, interpret, and manage contracts and business documentation
Experience with procurement, purchasing, billing, invoicing, or administrative coordination
Strong written and verbal communication skills
Ability to manage multiple priorities independently
Problem-solving mindset with strong critical thinking abilities
Basic accounting knowledge and comfort working with financial information
Proficiency in Microsoft Office and standard business software systems
Professional demeanor with the ability to maintain confidentiality
Must be authorized to work in the U.S.

Nice To Haves

Executive Assistant or Administrative Support experience
Experience in construction, commercial operations, project coordination, legal support, or contract administration
Experience supporting sales, operations, or project management teams

Responsibilities

Provide executive-level administrative support to Commercial Sales and Operations leadership
Manage calendars, schedules, meetings, deadlines, and internal coordination
Serve as a central point of communication between internal teams, vendors, clients, and subcontractors
Assist in developing and maintaining organized workflows, systems, and operational processes
Support multiple team members in a fast-paced office environment
Organize, review, and maintain contracts, proposals, submittals, and project documentation
Interpret and work with contractual and legal terminology to ensure accuracy and compliance
Maintain structured digital and physical filing systems
Ensure proper documentation retention and organization standards are followed
Assist with purchasing, vendor communication, and material procurement processes
Support billing, invoicing, and project financial tracking
Work closely with accounting and operations teams to ensure timely and accurate processing
Track project-related documentation and support reporting needs
Conduct research related to vendors, materials, payment terms, and project logistics
Proactively identify and help resolve operational or administrative issues
Assist leadership with organization of information to support decision-making
Help keep projects and internal operations moving efficiently