Executive Assistant to CTO

2 days ago

Lafayette, United States Servpro Industries, LLC Full time
Executive Assistant to CTO at Servpro Industries, LLC summary:

The Executive Assistant to the CTO at SERVPRO provides comprehensive administrative support to executive leadership, requiring independent judgment and initiative. Key responsibilities include calendar management, coordination of meetings and travel, and preparation of documentation for the CTO and senior leaders. This role demands strong communication skills, attention to detail, and the ability to manage sensitive information in a fast-paced environment.

What we offer

  • Excellent health benefits plan, which includes medical, vision and dental options
  • 401(k) with company match
  • Company profit sharing plan
  • Generous paid time-off and paid holidays
  • Paid parental leave
  • Company-paid mental health benefit through Headspace
  • 2 free on-site fitness rooms
  • Employee Assistance Program
  • Employee Resource Groups
  • Personal and professional development program

Job Summary

The Executive Assistant (EA) to the Chief Technology Officer (CTO) provides comprehensive administrative support to the CTO, senior leaders within the CTO’s divisions, and other executive staff as required. This role demands independent judgment, initiative, and a keen executive intuition to effectively support the CTO and SERVPRO Headquarters.

Major Duties and Responsibilities

  • Complex calendar management, including organizing and maintaining executive calendars, providing on-site time management support to ensure CTO arrives to meetings on time and has all necessary materials.
  • Provide assistance in preparing and revising presentations, meeting agendas, and other meeting materials as needed.
  • Prepare meeting rooms and equipment set up required for meetings and/or delivery of presentations.
  • Coordinate lunch plans for in-office meetings as needed, ensuring catering arrives on time, set-up and clean-up of the room.
  • Greet and welcome vendors, clients, etc., who arrive on-site for scheduled meetings with the CTO and other executive leaders.
  • Handle both on and off-site errands for CTO and/or other executives as needed to support operations.
  • Taking notes during meetings, preparing agendas, and ensuring follow-up on action items.
  • Coordinate team building activities or and assist CTO in creating employee publications and communications.
  • Assist with scheduling of interviews for potential candidates and managing candidate travel itineraries in partnership with recruiting.
  • Responsible for the divisional supply budget and provides assistant with expense reporting as needed.
  • Maintains division organization charts, updating new hires, promotions and title changes.
  • Work with hiring managers and HR staff to prepare for new Information Technology employees.
  • Order office equipment for the department.
  • Assist in the coordination of travel for various Information Technology staff.
  • Provide assistance with Information Technology annual budget.
  • Prepare reports and documentation as needed by CTO and Vice Presidents.
  • Create and maintain tracking spreadsheet for the division’s temporary and contract employees.
  • Assist with project coordination, maintaining related files and tracking progress for various projects and initiatives.
  • Maintain both electronic and hard copy files for IT operations.
  • Provide EA support to other Senior Leadership Team members (executives) as needed.
  • Ensures sensitive and confidential information is protected at all times.

Required Qualification (Knowledge, Skills, and Abilities)

  • Must have 3-5 years’ experience serving in the Administrative Assistant capacity.
  • Ability to read, write, and communicate with employees, customers, suppliers, in person, on the phone, and by written communications in a clear, straight-forward, and professional manner.
  • The successful candidate will have experience in, but not limited to: solid Excel Spreadsheet, dual calendar management, MS Word, MS PowerPoint, MS Project (preferred), MS Visio, report preparation, and vendor invoice processing.
  • Must possess outstanding communication skills (both oral and written) and be familiar with standard office procedures.

Education

  • AA or BA preferred, or equivalent work experience.

Working Conditions

  • Fast-paced, high pressure office environment.
  • Standard working hours, based on a 40 hour work week.
  • Additional working hours required as needed to complete testing assignments and projects on schedule.
  • Minimal travel as required for business needs.

About SERVPRO

For more than 50 years, SERVPRO® has been a trusted leader in fire and water cleanup and restoration services, mold mitigation, construction, biohazard and pathogen remediation throughout the United States and Canada. Our 2,200+ individually owned and operated franchises are supported by our dedicated headquarters team. We strive to cultivate a professional community that respects and celebrates the things that make us unique, the things we share, and the collaborative spirit we bring to the work we pursue together.

SERVPRO is an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, gender, sexual orientation, national origin, veteran or disability status.


Keywords:

Executive Assistant, Administrative Support, Calendar Management, Meeting Coordination, Travel Coordination, Documentation Preparation, Communication Skills, Office Management, Project Coordination, Confidential Information Management

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