Position Summary
PowerGrid Services is seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to the CEO and executive leadership team. This role serves as a trusted partner to leadership, ensuring efficient management of schedules, communications, meetings, travel, reporting, and special projects.
The ideal candidate thrives in a fast-paced, high-growth environment, demonstrates exceptional attention to detail, maintains strict confidentiality, and possesses strong analytical and organizational skills. This position plays a critical role in supporting executive effectiveness while helping drive organizational efficiency and operational excellence.
Essential Duties and Responsibilities
Executive and Administrative Support
- Manage complex executive calendars, schedules, appointments, meetings, board meetings, and travel arrangements.
- Coordinate virtual and in-person meetings, including meeting logistics, room reservations, catering, agendas, presentation materials, and attendee communications.
- Screen and prioritize incoming communications, including emails, phone calls, correspondence, and meeting requests.
- Draft, edit, and distribute professional correspondence, reports, presentations, and other business documents.
- Prepare and maintain comprehensive travel itineraries, expense reports, and travel-related documentation.
- Serve as a primary point of contact for internal and external stakeholders on behalf of executive leadership.
- Maintain confidential records, files, and sensitive business information with the highest level of discretion.
- Support executive meetings by preparing materials, recording meeting minutes, tracking action items, and ensuring timely follow-up.
Project Coordination and Data Management
- Assist with special projects and strategic initiatives as assigned by the CEO and leadership team.
- Conduct research, gather information, analyze findings, and prepare summaries and recommendations.
- Create reports, dashboards, and presentations that provide meaningful insights and support executive decision-making.
- Develop and maintain databases, records, and tracking systems related to personnel, financial, operational, and administrative activities.
- Monitor and organize Microsoft Teams file structures to ensure proper document management, compliance, and accessibility.
- Support the development, documentation, and implementation of operational processes and procedures.
Employee and Organizational Support
- Coordinate leadership meetings, Board Meetings, foreman meetings, training events, and company functions, including offsite events and conferences.
- Manage office supply inventories and coordinate procurement of marketing and promotional materials.
- Maintain organizational systems, and administrative databases for accuracy and completeness.
Additional Responsibilities
- Represent executive leadership professionally during meetings, events, and business interactions as assigned.
- Identify opportunities to improve processes, efficiency, communication, and administrative effectiveness.
- Perform other duties and responsibilities as assigned.
Qualifications
Education
- Bachelor's degree required.
- High school diploma or equivalent required.
Experience
- Minimum 3-5 years of executive-level administrative support experience preferred.
- Experience supporting senior executives in a fast-paced, growth-oriented organization strongly preferred.
Technical Skills
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
- Strong proficiency in creating reports, dashboards, and presentations.
- Experience working with databases, reporting systems, and document management platforms.
- Ability to learn and utilize multiple business software applications.
Knowledge, Skills, and Abilities
- Exceptional organizational and time-management skills.
- Strong analytical and problem-solving capabilities.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities with accuracy and attention to detail.
- Ability to work independently and exercise sound judgment.
- Strong financial and data analysis aptitude.
- Excellent proofreading, grammar, and business writing skills.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Strong interpersonal skills with the ability to collaborate effectively across all levels of the organization.
- Demonstrated initiative, adaptability, and resourcefulness.
Working Conditions
- Works in office, not a remote position.
- Requires regular use of computers, telephones, and standard office equipment.
- Position involves prolonged periods of sitting, typing, and computer use.
- Must be able to occasionally lift and carry items weighing up to 20 pounds.
- Requires close visual acuity for reviewing documents, data analysis, and computer work.
- Occasional travel may be required to support meetings, training programs, or company events.
Equal Employment Opportunity Statement
PowerGrid Services is an Equal Opportunity Employer. We are committed to creating an inclusive workplace that values diversity and provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected characteristic under applicable federal, state, or local laws.
Note: This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify responsibilities as business needs evolve.