Senior Executive Assistant

Job Summary:

The Senior Executive Assistant provides high-level administrative and strategic support to the Executive Vice President (EVP) and/or designated VPs. This role is a trusted partner, ensuring efficient execution of business objectives and alignment with strategic priorities. The assistant must use exceptional judgment and discretion to coordinate across departments and anticipate leadership needs, managing competing priorities by prioritizing based on the business's strategic direction.

Essential Duties and Responsibilities:

• Initiative Oversight: Establish visibility into key initiatives across supported leaders to anticipate needs, identify overlaps, and ensure consistent follow-through on strategic action items.

• Project Support: Coordinate across departments and assist with the planning and execution of company events and leadership meetings.
• Calendar Alignment: Manage and align complex calendars for the EVP and VPs, proactively resolving scheduling conflicts and competing business demands.

• Executive Coordination: Schedule and coordinate meetings across multiple leadership calendars, including the preparation of agendas, presentation materials, and tracking of action items.

• Communication Liaison: Serve as a central point of coordination between leadership and internal departments, maintaining credibility and professionalism in all communications.

• Issue Prioritization: Research and follow up on incoming issues and concerns, including those of a sensitive nature, to determine the appropriate course of action or referral.

• High-Level Documentation: Draft and prepare correspondence, presentations, reports, and agreements with a high level of accuracy and confidentiality.

• Strategic Logistics: Coordinate travel logistics and itineraries for leadership, ensuring efficient use of time and alignment with business objectives.

• Additional duties as assigned.

Position Requirements (Work Experience, Skills, Licenses, etc.):

• Demonstrated experience supporting senior-level executives in a fast-paced, high-accountability environment.
• Proven ability to manage competing priorities across multiple senior leaders.
• Strong organizational and prioritization skills with exceptional attention to detail.
• Ability to exercise independent judgment and maintain strict confidentiality.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google applications (Gmail, Calendar, Docs).
• Excellent written and verbal communication skills.
• Demonstrated professionalism, discretion, and reliability.
• Ability to work independently with minimal supervision and work overtime as required.

Education and Experience:

• Required: Bachelor's degree or equivalent work experience.
• Required: 5+ years of executive-level administrative support experience.

• Desired: 5+ years of experience supporting multiple senior leaders in a mechanical contracting, construction, or service-based organization.

  ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.

• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.

• Motivation/Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility.

• Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.

• Insight: The ability to gather and make sense of information that suggests new possibilities.

• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.

• People Skills: Is approachable and gains the mutual trust and respect of others. Understands people's strengths & weaknesses and actively seeks to understand other perspectives.

• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.

• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.

• Big Picture: Understands and contributes to the organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.

• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.

• Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct.

• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for his/her actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization.

Job Responsibility Level:

No direct reports

Travel Requirements:

Travel required 0-5% of the time to other office locations.

Hours:

This is a non-exempt position from Monday through Friday. Work hours are 8:00 am to 5:00 pm, with a one-hour lunch break and two rest breaks. Eight hours per day is required, and other occasional overtime may be necessary for business needs

Physical Demands: The business provides reasonable accommodations to qualified individuals with disabilities. If you require an accommodation to perform the essential functions of this role, please notify Human Resources.

• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.

• Prolonged sitting and frequent reaching with hands and arms.

• Specific vision abilities required include close vision and the ability to adjust focus.

• Occasionally required to stand, walk, stoop, kneel, or crouch.

Competitive Wages:

$42.54 to $53.48 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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