Executive Assistant

Purpose The purpose of this role is to perform tactical and strategic administrative support for the CEO and includes a variety of administrative and general office tasks that support the CEO. Additionally, this role works collaboratively with other Executive Assistants providing general and backup administrative support to other Executives. The Executive Assistant serves as a true right hand to the CEO, partnering with them to manage shifting priorities and ensuring seamless coordination of their business responsibilities. Focus & Scope Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below: Provides support and assistance to CEO that ensures effective use of time and productive interactions with stakeholders. Manages e‑mail and calendar on the CEO's behalf, ensuring accuracy, follow‑through, and timeliness of communication. Proactively and independently resolves problems and conflicts, using judgment to elevate when necessary. Manages all aspects of CEO's travel schedule, including booking facilities (hotels, conference rooms, offsite locations, etc.). Handles confidential information with flawless integrity. Takes ownership of relevant support processes and prioritizes tasks. Manages multiple assignments and responsibilities. Handles a wide range of administrative and executive support‑related tasks involving the clerical, administrative function, research, and project management roles. Builds and maintains positive working relationships with internal and external customers. Maintains a favorable impression of the company with external customers through professional and courteous interactions. Prepares (or directs preparation of) reports and presentations as needed for the executive. Organizes and plans all elements of on‑ and off‑site meetings and events on the CEO's behalf. Establishes, promotes, and protects company values including diversity, teamwork, fair work environment, and respect of others. Maintains a team spirit within the Company. Works and cooperates with other disciplines across company lines to ensure maximum and best use of resources. Gathers feedback and continuously makes improvements to work processes and practices. Supports the company safety programs by actively participating in appropriate safety meetings and training sessions to maintain a safe, healthy work environment and to meet corporate safety standards. Occasional overnight travel required. Technical / Specialty Area Contributes to the smooth operation of office services by providing administrative support to the business unit which may include some or all of the following: Updating and distributing various reports. Compiles information and prepares general correspondence for internal and external use and distribution. Maintains office records through accurate and timely processing of documents, setting up and maintaining files, etc. Schedules and coordinates calendars and meetings for small and large groups. Administers mail service for CEO including sorting, opening, date stamping and distributing interoffice/interproject mail and faxes, receiving packages, letters, etc. as required and signing for parcels when necessary. May run miscellaneous errands, pick up deliveries as required. Answers incoming calls and routes to appropriate person or takes legible and accurate messages when necessary. May answer routine questions or follow‑through on routine requests. Works within Microsoft Office proficiently, including mail merges, excel spreadsheets, PowerPoint, and is proficient in Outlook. PowerBI (or willingness to learn) is a plus. Accounts Payable: Processes expense reports and vendor invoices for payment. Relationships, Qualifications and Requirements Key Relationships Reports to: CEO Direct reports: None External clients: Operation managers, support divisions, shareholders, customers, industry associations/chambers, government employees, residents and community leaders within the areas of our work, office supply vendors, general public Internal clients: All employees Role Qualifications & Requirements Education Bachelor's degree or equivalent experience combination of experience and college level education Experience & Industry Expertise 4 to 7 years administrative experience Knowledge of the construction industry preferred Specific Job Requirements Successful completion of a pre‑employment drug, alcohol, and background investigation Valid Driver's License Notary Public or willingness to earn credential Willingness to become and stay current on all company required safety and regulatory training Ability to preserve confidential and proprietary information and successfully avoid conflicts‑of‑interest Master of Microsoft Office Suite and Power BI (or willing to become so) Strong knowledge of and competence with Microsoft Outlook Willingness to develop and maintain knowledge of Standard Operating Policies and Procedures Ability to plan and manage projects and prioritize for successful outcomes Excellent judgment, decision‑making and time management skills Strong communication skills: verbal, written, graphic, facilitation, listening Strong focus on customer satisfaction Ability to multi‑task and complete projects accurately and timely General business acumen Competencies Strong organizational skills and attention to detail Adaptable, confident and responsive Dependable/reliable Discretion and confidentiality Organized and clean workspace Professional Resourceful Focused and able to manage distractions Steadfast when appropriate Straight forward and composed Adept with written and verbal communication methods Excellent organization and Management Technical competence with identified tools and administrative processes Teamwork / Relationship Management Fosters Learning Environment Engages in Personal Growth / Development Equipment Used, Physical Demands, and Work Environment Equipment Used Personal computer, office machines including copier, fax and phone Physical Demands & Work Environment Physical: Sitting for long periods of time working at the computer and on the telephone. Some lifting of materials and equipment up to 50 lbs, bending, and stooping. Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. Work Environment: Typical office environment with adequate temperatures and lighting, low levels of noise. Demands of meeting tight deadlines. Salary Base Salary Range: $105,000 – $125,000. The range displayed reflects the range the company reasonably expects to pay for the position. The actual base salary is subject to variation due to the role, level, geographic location, relevant education, training, or experience, among other factors. Employer Disclosure Statement The above statements and job description are intended to describe the nature and level of work being performed within this job. They are not intended to be an exhaustive list of all responsibilities, duties, and tasks. Other similar or additional duties are performed as assigned. Equal Opportunity Employer Teichert and its subsidiaries are proud to be an equal opportunity workplace. Individuals seeking employment at our company are considered without regards to age, ancestry, color, race, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, religion, military or veteran status, or any other characteristic protected by federal, state, or local laws. #J-18808-Ljbffr