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Executive Assistant

1 month ago

Fort Worth, Texas, United States Reeder General Contractors Full time
Job Summary

We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This role is crucial in managing calendars, coordinating travel, preparing documents, and facilitating communication.

Key Responsibilities
  • Calendar Management:
    • Schedule appointments and manage leaders' calendars
    • Prioritize appointments based on the company's projects and business needs
    • Maintain a daily schedule of events through verbal/text reminders
  • Travel Coordination:
    • Secure travel arrangements and all logistics related to business travel, site visits, client meetings
    • Handle complex itineraries to ensure seamless travel experiences
  • Meeting Coordination:
    • Schedule and organize meetings, including executive team meetings and client presentations
    • Proactively prepare meeting items (reports, presentations, handouts, etc.)
    • Plan, organize, and coordinate professional and private events
    • Assist in the planning, coordination, and execution of special projects and initiatives
    • Attend leadership meetings (as requested), accurately record meeting minutes, and follow up on action items
  • Document Preparation:
    • Receive, open, and file incoming mail
    • Maintain & update databases, records, and filing systems to prepare regular status reports
    • Draft, proofread, and prepare presentations, reports, and meeting materials
  • Communication:
    • Screen and direct phone calls and emails
    • Serve as the liaison between the leaders' and internal or external stakeholders, including clients, contractors, and senior management
    • Prepare responses on behalf of the executives
    • Draft memorandums and prepare responses on behalf of the leaders'
  • Project Assistance:
    • Support project teams with assigned tasks
    • Monitor and track ongoing construction projects
    • Prepare reports, collecting updates from project managers, and ensuring the leaders' are informed of key project developments
  • Expense and Budget Management:
    • Assist with tracking executives' expenses
    • Ensure accurate financial reporting for travel, client meetings, and project-related expenditures
    • Assist in monitoring and reviewing departmental or project-specific budgets
  • Tax Planning Support:
    • Ensure all entities remain compliant with tax regulations by tracking important tax deadlines
    • Manage timely entity-specific tax filings and document preparation for tax purposes
    • Collaborate closely with the company's accountants or tax advisors on tax compliance tracking
  • Entity Document Planning and Compliance:
    • Ensure that the company stays up-to-date with required state and federal filings for all business entities
    • Track the expiration dates and renewal schedules for the company's business licenses, construction permits, and certifications
    • Assist in preparing and organizing entity formation documents, such as articles of incorporation, partnership agreements, or operating agreements
    • Assist in organizing and maintaining documents related to legal compliance
  • Confidentiality:
    • Handle sensitive information regarding business strategies, financials, and personnel discreetly and professionally
  • Research and Analysis:
    • Conduct research on industry trends, competitors, and project-specific data to support the leaders' in decision-making
  • Task Management:
    • Help prioritize and delegate tasks on behalf of the leaders', particularly when it involves project deadlines or client requests
    • Run errands at request
  • Event Planning:
    • Organize and manage events, such as company events, client luncheons, industry conferences, or team-building activities, often working with other departments, vendors, and contractors
Qualifications
  • Bachelor's degree or equivalent experience
  • Proven experience as an Executive Assistant or in a similar administrative role
  • Exceptional organizational and time-management skills
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Strong written and verbal communication skills
  • Ability to maintain confidentiality and handle sensitive information
  • Proactive problem-solving skills and the ability to work independently
What We Offer

We offer a comprehensive compensation package designed to support your well-being and work-life balance. Our benefits include:

  • Health Insurance: Competitive health insurance plans that cover a variety of medical needs. HSA Employee only coverage is fully covered by REEDER.
  • Dental and Vision Coverage: Comprehensive dental and vision plans to keep you and your family healthy.
  • 401(k) Retirement Plan: Enjoy a 401(k) plan with a 3% company contribution to help you save for your future.
  • Unlimited Paid Time Off (PTO): We believe in the importance of taking time off to recharge. Enjoy unlimited PTO to maintain a healthy work-life balance.
  • Employee Engagement: Participate in various employee engagement programs that promote teamwork, development, and community involvement.
  • Opportunities to advance your career and a collaborative and dynamic work environment.