Executive Assistant

at  Dvorak LLC

ABOUT US

Dvorak, LLC leads the way across the Mid-Atlantic region building heavy and commercial electrical systems using the highest quality and standards that modern construction demands. We maintain long-term, positive customer relationships and provide opportunity for growth and development for our employees.

POSITION OVERVIEW

The Executive Assistant is responsible for supporting our senior leadership, being the liaison between employees, managers, and leadership, refining and maintaining internal processes for the business, and handling various projects, with a high level of professionalism and confidentiality.

PREFERRED QUALIFICATIONS

• Five or more years of experience in an administrative role reporting directly to upper management/owners.
• Strong customer service skills.
• Experience working with marketing, social media, advertising.
• Experience working with outside 3rd parties, such as IT support.
• Solid knowledge with computers.
• Excellent written and verbal communication skills.
• Able to self manage, initiate and create problem resolution strategies.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality and exercise extreme discretion of information related to the company and its employees.
• Self-awareness and drama-free work personality.
• NDA will be required upon hire.
  A successful candidate must pass a pre-employment drug test and background check.

• Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics.
• Coordinate appointments, scheduling, calendar management - meetings, as well as content and flow of information to senior executives.
• Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, retreats, teleconferences, business outings, and travel as required.
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals.
• Schedule and attend all necessary meetings, take dictation/transcribe meeting minutes as directed.
• Greet clients, subcontractors, vendors, etc. and answer or direct inquiries, often on executives’ behalf, as required.
• Provide administrative and office support for senior managers, such as typing, dictation, spreadsheet creation, graphics, faxing, and maintenance of filing system and contacts database.
• Conserve executives’ time by reading, researching, and routing correspondence, drafting letters and documents, and collecting and analyzing information.
• Manage CEO’s mail and emails on a daily basis, responding on his behalf, as required. Scheduling meetings. Monitor emails.
• Manage and maintain the owners’ personal records including but not limited to bills, JV, estate and confidential documents – process all documentation as necessary and requested.
• Maintain professionalism, strong work ethic, and strict confidentiality with all materials.
• Coordinate social media and website coordination with marketing team.
• Organize team communications and plan events, both internal and off-site.
• Support phone coverage for front desk.
• Identify, develop and manage internal tasks, problem resolution, and accountabilities for office needs such as being the liaison for company computers and website management.
• Perform additional duties as assigned.