Executive Assistant

Job Description

Job Description

We're a fast-moving electrical contracting company, and we need a right-hand person who can keep up. This isn't a sit-and-wait kind of role. We’re looking for someone to catch what falls through the cracks before it hits the floor. A self-starter who can read a room, figure out what needs to happen, and make it happen without being told twice. You'll be embedded in the daily engine of the business, supporting financial operations, keeping the back office tight, and making sure leadership is focused on clients and jobs – not chasing paperwork. If you have a knack for creating order without being asked and thrive in times of change, keep reading.

This role provides broad administrative, financial, and operational support that keeps the rest of the staff at PDC, and the executive team, running smoothly day to day. This person will handle accounting tasks, including AR, AP, and payroll, provide basic HR administrative support and initial onboarding to staff, and support executives with administrative requests, calendar / correspondence management, and special projects. 

  KEY RESPONSIBILITIES

Accounting & Financial Operations

· Invoice clients according to contract terms, and follow up on outstanding overdue invoices when needed.

· Receive and prepare incoming checks and payments for deposit and processing.

· Input and verify incoming vendor invoices. Prepare reports to support accounts payable, and issue payments once approved.

· Accurately enter financial and payment data into accounting or other tracking systems.

· Maintain organized, accurate records of receipts, invoices, and related financial documentation.

· Prepare and process expense reports, and serve as an initial point of contact for external bookkeeping questions.

HR Administrative Support

· Administer timekeeping and process weekly payroll. File prevailing wage reports when needed.

· Onboard new employees: ensure onboarding paperwork is completed and filed; administer online trainings; communicate benefits information and assist with benefits election and sign-up.

· Serve as a first point of contact for employees seeking HR forms, policies, or general guidance.

· Track and coordinate equipment issuance and system access for new and departing employees.

· Support onboarding and offboarding logistics in coordination with executive team and vendors as needed.

· Maintain accurate and up-to-date personnel files and HR documentation.

General Office Support

· Own the administrative backbone of the company: contracts, certificates of insurance, licensing renewals, and compliance filings.

· Administrative onboard of new vendors and subcontractors. 

· Keep work boards and project files organized so anyone can find what they need in under two minutes.

· Liaise with customers, suppliers, and field crews professionally and without drama.

· Serve as a point of contact for vendors, respond to inquiries and coordinate service needs.

· Order and maintain office supplies and maintain vendor relationships for office services.

· Support day-to-day office operations, including mail handling and facility coordination.

· Provide general administrative support to staff across departments as needed.

Executive Support

· Manage shared calendars, bridge communication gaps, and handle follow-ups.

· Help executives prioritize workload and drive completion of administrative tasks that might otherwise fall through the cracks.

· Anticipate needs before they become urgent; bring solutions, not just problems.

· Be a trusted, discreet partner who can handle sensitive business information with professionalism.

· Draft, distribute, and follow up on meeting agendas and action items as requested.

· Support special projects and initiatives led by leadership, tracking tasks and deadlines.

REQUIREMENTS / QUALIFICATIONS

· High school diploma required; Associate's degree in Business Administration or a related field preferred.

· 2+ years of administrative, office support, or bookkeeping-adjacent experience.

· Comfortable working with numbers, data entry, and financial documents; no formal accounting background required.

· Highly proficient with MS 365 tools, including Outlook, Teams, SharePoint, OneDrive, Word, and Excel.

· Strong organizational skills and attention to detail.

· Excellent written and verbal communication skills.

· Ability to handle confidential information with discretion and professionalism.

· Ability to manage multiple priorities and competing deadlines independently.

· Experience in a small business or construction environment preferred.

 

ENVIRONMENTAL FACTORS

· Must be able to sit, stand, and walk for extended periods during the workday.

· Must have sufficient speech, visual, and hearing abilities to communicate effectively with staff, vendors, and customers.

· Regular use of a computer, keyboard, and phone for extended periods.

· Must be able to lift, carry, or move office supplies and equipment up to 20 pounds.