Executive Assistant to the Owner/President

Our client, a successful Construction company (commercial drywall & floor prep contractor) based in Gaithersburg, MD, has engaged us to place a professional, high-level, proactive, extremely organized & solutions oriented individual in the newly created role of Executive Assistant (EA) to the Owner/President (and occasionally other senior staff). In addition to the main construction company, the President co-owns another business, has commercial/residential investment properties, is very busy w/ a lot of demands on his time, & in need of a strong right hand/gatekeeper w/ an ability to manage multiple priorities in a fast-paced environment. The EA will have their own office next to the President’s in a more laid back office environment (casual attire - professional for external meetings with advance notice). This is a great, long-term opportunity (for the right fit) supporting a successful entrepreneur/executive, & working within a company that has cultivated a close working environment where the team truly cares about one another. Potential for minimal domestic travel to other regional offices in the future. *Please do not contact our client directly about this opportunity, thank you.*

The EA will provide administrative, logistical & project management support, with a very small amount of personal support as needed, allowing the President’s focus to be on moving the company’s goals & initiatives forward. The EA will be entrusted w/ the sensitive & confidential information, displaying the highest level of discretion & trust at all times.

The ideal candidate has a roll-up-your sleeves approach, positive attitude, dedicated work ethic, high personal standards of integrity, experience supporting busy executives, is confident, courteous, resourceful, and forward-thinking. A keen interest to learn the inner workings of the business, an exceptional attention to detail, excellent communication skills, w/ an ability to seamlessly multi-task & identify priorities, as well as work well independently and as a team, is essential in this role.

Hours: 8:00am-5:00pm w/ some flexibility. While there’s minimal need/expectation for after hours/weekend support, flexibility is needed to receive communications via email/text/phone outside of normal business hours, responding to urgent needs immediately, & prioritizing others accordingly (next business day, etc.).

About the Company: 

Established in 2009 by the Owner/President, (confidential client name) Construction company is a commercial drywall & floor prep contractor built upon a family tradition of building relationships and providing quality interior finishes. They provide services all throughout the metro Washington, DC area, Raleigh, North Carolina & Richmond, Virginia. Their projects range across a variety of industries including life sciences, healthcare, law, government, & technology, which primarily consist of tenant fit-outs & interior renovations.

About YOU: 

• You have a “no task is too small” attitude, thrive in a high-level support role, & get things done
• You’re able to support a busy executive with more of a direct/bullet point style communication, have a “figure it out” mentality, & ask questions when needed.
• You’re highly proactive with strong organizational & project management skills, reflecting the ability to perform and prioritize multiple concurrent tasks as the business or executive’s priorities dictate.
• You provide a courteous and professional point of contact, exhibit a high level of client focus, representing your executive & company in a positive light. 
• You’re a great team-player willing to jump in where needed to get things done. 
• You have strong time management skills, & don’t need to be micromanaged in order to execute. 
• You have strong interpersonal skills w/ a demonstrated ability to work with high-level executives, & across the company as a whole.
• You have a strong learning mindset, are very resourceful, show initiative, have strong decision-making capability & a proactive approach to problem solving.
• You have a calm demeanor, and convey emotional maturity & professionalism.
• You’re driven, confident and diligent, have impeccable attention to detail & strong follow through.
• You’re honest, courteous, & display a high level of personal accountability and responsibility, utilizing tact, discretion & good judgment at all times, especially when exposed to confidential or sensitive material. 
• You have the ability to be a good “buffer” & communicate with a mix of different personalities, & an ability to “read the room”.
• You’re forward thinking, intuitive, anticipate & try to always remain two steps ahead of your executive’s needs.
• You’re a smart self-starter, proactive, productive, highly organized, work well independently & as a team.
• You have excellent written & verbal communication skills.
• You’re flexible/adaptable & have the ability to pivot as needed.
• You have experience supporting busy executives at a high-level.
• You’re tech-savvy, and comfortable working on PCs.
• You have a good history of job stability, strong references & are looking for a long-term career. 

Key Responsibilities Include (but not limited to): 

• Proactively maintain the President’s calendar, ensuring seamless coordination. Provide a daily calendar of meetings, events & tasks that require his attention, sending reminders, & ensuring all related documents are prepared in advance. Must be able to prioritize the most time sensitive matters as scheduling conflicts arise.
• Receive, review, and respond to communications in a timely & professional manner; determine the importance of the communication, summarize, and distribute to the President and/or company personnel. 
• Act as a gatekeeper, providing a bridge for smooth communication between the President, his direct reports, company staff & outside parties. 
• Build relationships with the President’s core team & department heads.
• Work closely with the President to keep him well informed of upcoming commitments & responsibilities, following up appropriately.
• Coordinate travel arrangements (business/personal) & logistics for the President (& senior staff when needed), create detailed travel itineraries, & submit related expense reports. Prepare executive for all travel as needed (ensure he has tickets, photo ID, passport, itineraries, etc.).
• Monitor the President’s email inbox, filtering emails & prioritizing what needs immediate attention while maximizing productivity, & responding accordingly as needed/directed.
• Collaborate w/ other departments to gather information & facilitate cross-functional communication.
• Prioritize inquiries & requests while troubleshooting conflicts; make judgments & recommendations to ensure smooth day-to-day engagements.
• Schedule meetings & attend meetings on behalf of the President when needed, take & track meeting notes and action items to ensure that follow-through & accountability are maintained.
• Assist with planning and preparation of internal/external meetings & calls, including scheduling/logistics, gathering background information, drafting agendas, preparing materials and presentations, & sending reminders.
• Coordinate special projects that align w/ the priorities of the department & company.
• Act as a "barometer," having a sense for the issues taking place in the office, keeping the President updated as needed.
• Manage sensitive matters w/ a high level of confidentiality & discretion. 
• Answer the phone, take accurate messages, keep track of President’s whereabouts, & handle urgent calls with appropriate judgment.
• Manage, compose & prepare confidential correspondence, reports, & other complex documents, proofing and editing of all documents to ensure accuracy & consistency.
• Organize and maintain electronic & physical filing systems. Further refine systems & processes to maximize efficiency. 
• Conduct research on various topics to support the executive’s decision-making process.
• Maintain address/contacts lists, & be proactive in recognizing when to send thank you notes, gifts, etc. to personal & professional contacts, & recognizing employee birthdays & employment anniversaries.
• Provide a minimal level of personal assistance as needed.
• Liaise with personal & business associates, & clients as needed. 
• Other related duties as assigned. 

Experience/Education: 

• 5+ years EA experience working in a high-paced environment, w/ 2+ years of experience directly supporting C-Suite/high-level executives 
• Proficient in Microsoft Office (Work, Excel & Outlook)

Compensation/Benefits: 

• Base Salary: $125-$150k + potential for annual company performance based bonus up to 10%
• M/D/V
• 401(k) with company match 
• Family & Medical Leave (FMLA)
• PTO + Paid Holidays
• Company provided laptop (PC) & cell phone (iPhone)
• Additional nice perks: Complimentary drinks (sodas, water, coffee – espresso machine & Keurig, tea), lunch provided on Wednesdays in the office & suppliers often bring in breakfast, lunch, or treats in the main office for everyone to enjoy; social events w/ clients & the team throughout the year; monthly happy hour in the office; many employee recognition/thank you events throughout the year as well (to include a company picnic, etc.).

*Successful completion of reference & background checks are required prior to employment*

Note: We appreciate your interest in this opportunity & review all submissions. Candidates of interest will be contacted via email w/ a questionnaire to further assess potential fit & next steps. Those not selected will have their resume kept on file for consideration of other opportunities.

TMH & our Clients provide equal opportunity employment & don’t discriminate with recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law. We're a boutique recruiting agency specializing in direct hire placement of C-Suite EAs & high-level corporate & domestic support roles nationwide. www.trademarkhire.com