Executive Assistant

Executive Assistant - Paul Davis Restoration

Reports to: Executive Leadership Team

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Leadership Team. This role ensures seamless communication, organized workflow, and strong alignment with company culture, goals, and strategic priorities. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, people-centered environment.

Daily Responsibilities

Email & Communication Management

• Monitor, prioritize, and manage executive inboxes with accuracy and discretion.
• Draft, proofread, and send professional correspondence on behalf of executives.

Calendar & Scheduling

• Maintain and coordinate calendars for multiple executives.
• Schedule meetings, calls, travel, and appointments while resolving scheduling conflicts promptly.

Task & Workflow Management

• Track executive action items and ensure timely follow-up on commitments.
• Support daily workflow organization to help executives stay focused on priorities.

General Administrative Support

• Manage and track WebPunch reviews through completion.
• Review and update the Executive Assistant checklist to ensure deadlines and tasks remain aligned.

Weekly Responsibilities

Executive Meeting Prep & Support

• Prepare meeting agendas, take minutes, and distribute action items.
• Manage Strety for all high-level meetings.
• Ensure all necessary reports and documents are prepared and reviewed in advance.

Scoreboards & Reporting

• Update weekly company scoreboards, dashboards, and metrics.
• Verify data accuracy and follow up with departments to collect missing information.
• Maintain the Culture Index org chart and ensure employee status is current.

Project & Operational Support

• Provide administrative support for company-wide projects and initiatives.
• Track deadlines, gather updates, and communicate progress to executives.
• Create LinkedIn posts to support the online presence of the executive team.
• Coordinate travel logistics for visitors, field techs on distant projects, and executive travel to other offices.
• Help maintain a clean, organized, and tour-ready office environment and conference rooms.

Monthly Responsibilities

Performance & Reporting

• Compile and distribute monthly executive performance reports.
• Update PM Scoreboard and executive scoreboards for leadership meetings.

Process & Efficiency

• Review recurring processes and recommend improvements for efficiency and clarity.

Executive Alignment

• Conduct monthly alignment meetings with each executive to assess goals, priorities, and support needs.
• Identify opportunities to increase support or streamline workflows.

Professional Development & Culture Support

• Attend company events, trainings, and workshops as an EA representative.
• Model and reinforce company values through daily interactions.
• Collaborate with HR to support initiatives that enhance company culture and employee engagement.

Key Skills & Competencies

• Exceptional organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Proficiency in Microsoft Office, Google Workspace, and project management platforms.
• Ability to work independently while supporting multiple leaders with varying needs.
• A culture-driven, people-first mindset with a commitment to fostering a positive workplace environment.