EXECUTIVE ASSISTANT & OFFICE COORDINATOR

Job Description

Job Description

Position Overview

We are seeking a highly organized, dependable, and resourceful Executive Assistant & Office Coordinator to provide direct administrative support to the company owner and assist with the day-to-day coordination of a variety of business activities.

 

The primary focus of this position is to help keep the owner's schedule, travel, meetings, events, purchases, and other administrative needs organized and moving efficiently. This person will serve as a trusted point of support and will be expected to anticipate needs, follow through on details, and handle a wide variety of requests with professionalism and discretion.

 

Because we are a diversified company with a lean management structure, this position will also have the opportunity to assist with other areas of the business as needed. This may include helping run routine business reports, assisting with customer or municipal account requests, supporting bid-related activities, and providing occasional backup assistance with import and customs processes.

 

The ideal candidate does not need experience in all of these areas. We are looking for someone who is organized, adaptable, comfortable learning new systems, and willing to take ownership of tasks from start to finish.

 

Primary Responsibilities

• Provide day-to-day administrative support to the company owner.

• Coordinate business and personal travel arrangements, including flights, hotels, transportation, itineraries, and schedule changes.

• Assist with calendar management, scheduling, appointments, meetings, and reminders.

• Coordinate company meetings, employee functions, customer events, meals, and other business activities.

• Handle the ordering and coordination of various business supplies, equipment, gifts, meals, and other requested items.

• Assist with correspondence, document preparation, information gathering, and follow-up on outstanding items.

• Communicate and coordinate with employees, customers, vendors, service providers, and other outside contacts on behalf of the owner when appropriate.

• Track open items and help ensure requests, appointments, purchases, and other commitments are completed on time.

• Maintain organized records, documents, receipts, and other information as needed.

• Handle sensitive business and personal information with professionalism and discretion.

 

Additional Business Support

As time permits and business needs arise, this position will also provide administrative support in other areas of the company. Examples may include running routine financial or operational reports, assisting with account or bid documentation, and learning basic import and customs processes to provide backup coverage when needed.

 

These responsibilities are intended to provide additional support to the business and will be secondary to the position's primary role of supporting the company owner and coordinating administrative activities.

 

Qualifications

• College degree strongly preferred.

• Strong organizational skills and exceptional attention to detail.

• Ability to manage multiple priorities and follow tasks through to completion.

• Strong written and verbal communication skills.

• Professional, dependable, and comfortable interacting with a wide range of people.

• Proficiency with Microsoft Outlook, Word, Excel, and other common business applications.

• Comfortable making travel arrangements, coordinating schedules, researching options, and handling purchases.

• Ability to learn new software and business systems.

• Good judgment and the ability to handle confidential or sensitive information appropriately.

• Resourceful and able to solve routine problems independently.

• Prior experience as an executive assistant, administrative assistant, office coordinator, or in a similar administrative role is preferred.

 

What We're Looking For

We are looking for someone who enjoys being the person who keeps things organized and makes sure details do not fall through the cracks.

 

The right person for this position will be proactive, responsive, and comfortable handling a wide variety of requests. Some days may involve coordinating travel and managing schedules, while others may include planning a company function, researching and ordering an item, preparing documents, or helping another area of the business with an administrative task.

 

Success in this role will come from being dependable, organized, adaptable, and willing to take initiative. We value people who communicate well, follow through on commitments, and are comfortable working in an environment where priorities can change throughout the day.

 

For the right person, this position offers the opportunity to work closely with company leadership, gain broad exposure to a diversified business, and grow into additional responsibilities over time.

Company Description

We are a well-established, diversified equipment and materials supplier serving customers throughout the United States. Operating from an 11+ acre facility with seven on-site warehouses, we are one of the larger shipping operations in the Mid-South region and manage a significant volume of domestic and international freight each year.

Our business operates across several industries, including scaffolding and access equipment, electrical utilities, wire and cable, and other adjacent industrial markets. Our customers range from local and regional businesses to large national contractors, distributors, utilities, and government and municipal organizations.

We are a hands-on, fast-moving company where employees have the opportunity to work closely with company leadership and gain exposure to many different areas of the business.

Company Description

We are a well-established, diversified equipment and materials supplier serving customers throughout the United States. Operating from an 11+ acre facility with seven on-site warehouses, we are one of the larger shipping operations in the Mid-South region and manage a significant volume of domestic and international freight each year.\n\nOur business operates across several industries, including scaffolding and access equipment, electrical utilities, wire and cable, and other adjacent industrial markets. Our customers range from local and regional businesses to large national contractors, distributors, utilities, and government and municipal organizations.\n\nWe are a hands-on, fast-moving company where employees have the opportunity to work closely with company leadership and gain exposure to many different areas of the business.