Executive Assistant needed immediately

The Executive Assistant will oversee executive communications, manage the company's hiring and termination processes, administer employee records, conduct operational quality control audits, manage insurance and compliance renewals, oversee weekly employee timekeeping, and prepare executive reports. The Executive Assistant plays a vital role in supporting the company's daily operations while managing executive administration, human resources processes, quality control oversight, payroll administration, compliance management, and confidential business matters.

THIS IS NOT A REMOTE POSITION. To apply, email your resume to HR@CTCPLUMBINGSERVICES.COM with the subject line: "Executive Assistant." Only applicants who follow these application instructions will be considered. This position does not provide paid time off (PTO), benefits, or holiday pay.


Position Overview
We are seeking a highly organized, professional, and detail-oriented Executive Assistant to provide direct administrative and operational support to the Executive Leadership Team. This position serves as the CEO's right hand and is responsible for ensuring the efficient operation of executive, administrative, human resources, compliance, payroll, and quality control functions.


The Executive Assistant will oversee executive communications, manage the company's hiring and termination processes, administer employee records, conduct operational quality control audits, manage insurance and compliance renewals, oversee weekly employee timekeeping, and prepare executive reports. This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple high-priority responsibilities while maintaining strict confidentiality.


This individual must exercise sound judgment, maintain confidentiality, and demonstrate professionalism when handling sensitive employee, operational, and executive matters.



Primary Responsibilities
Executive Support

• Serve as the primary administrative support for the CEO and Executive Leadership Team.
• Answer and manage all phone calls transferred to the CEO, professionally handling inquiries and directing matters appropriately.
• Screen calls and communications to ensure executive time is managed efficiently.
• Prepare reports, presentations, correspondence, contracts, and executive documentation.
• Manage confidential executive records and sensitive company information.
• Coordinate communication between executive leadership, employees, vendors, customers, and business partners.
• Manage executive calendars, priorities, and special projects as assigned.

Human Resources Responsibilities 

• Manage the company's full-cycle hiring process from recruitment through onboarding.
• Review employment applications and resumes.
• Screen applicants and conduct initial candidate interviews.
• Schedule and coordinate interviews with executive leadership.
• Perform reference checks and employment verifications.
• Prepare offer letters, employment agreements, onboarding documents, and employment paperwork.
• Coordinate and facilitate new employee onboarding and orientation.
• Maintain confidential personnel files and employment records.
• Administer all employee onboarding documentation.
• Manage the employee termination process under the direction of the CEO and COO.
• Prepare termination documentation.
• Conduct termination meetings as directed by executive leadership.
• Coordinate collection of company property.
• Complete all employee offboarding procedures.
• Maintain complete confidentiality throughout all employment actions.
• Ensure all hiring and termination documentation complies with company policy and applicable employment laws.
• Manage payroll and employee timesheets.

Quality Control Oversight

• Review completed work orders from start to finish to ensure compliance with company procedures.
• Verify documentation accuracy, required photographs, signatures, notes, materials, labor reporting, and required approvals.
• Audit operational workflows for compliance with company standards.
• Identify missing documentation, procedural deficiencies, and policy violations.
• Prepare Quality Control Reports for every completed work order and the deductions for each work order.
• Maintain organized quality control records.
•  Identify operational trends and recurring issues. 
• Track recurring deficiencies and recommend operational improvements.

Key Performance Indicators (KPIs). Performance will be evaluated based on:

• Accuracy of executive reports
• Timeliness of assigned projects
• Accuracy of employee hiring documentation
• Accuracy of employee termination documentation
• Successful administration of hiring and onboarding processes
• Successful management of employee offboarding
• Accuracy of weekly timesheet reviews
• Timely completion of payroll documentation
• Accuracy of quality control audits
• Timely completion of work order audit reports
• Successful management of insurance and compliance renewals
• Organization of executive and company records
• Responsiveness to executive leadership requests
• Professional communication with employees, vendors, and customers
• Ability to maintain confidentiality and professionalism

Required Qualifications

• Minimum of three (3) years of executive administrative, office management, operations management, human resources, or related experience.
• Strong experience managing multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Exceptional organizational skills.
• Outstanding attention to detail.
• Strong analytical and problem-solving abilities.
• Professional appearance and demeanor.
• High level of discretion and confidentiality.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Ability to work independently with minimal supervision.
• Strong decision-making and time management skills.

Preferred Qualifications

• Executive Assistant experience supporting senior leadership.
• Human Resources administration experience.
• Hiring and interviewing experience.
• Employee onboarding and termination experience.
• Payroll or employee timekeeping experience.
• Quality control, auditing, or compliance experience.
• Operations management experience.
• Insurance administration or regulatory compliance experience.

Personal Attributes

• Highly organized
• Exceptionally detail-oriented
• Professional and polished
• Trustworthy with confidential information
• Self-motivated
• Able to prioritize competing responsibilities
• Calm under pressure
• Ethical and fair
• Dependable and accountable
• Strong communicator
• Solutions-oriented
• Able to work independently with minimal supervision

Confidentiality
Due to the nature of this position, the Executive Assistant will have access to confidential business information, personnel matters, financial records, executive communications, and sensitive operational data. Maintaining strict confidentiality is an essential condition of employment.


Position Summary
This position is designed for an experienced administrative professional who thrives in a fast-paced environment and enjoys serving as a trusted partner to executive leadership. The Executive Assistant plays a vital role in supporting the company's daily operations while managing executive administration, human resources processes, quality control oversight, payroll administration, compliance management, and confidential business matters.


This position requires professionalism, discretion, sound judgment, exceptional organizational skills, and the ability to independently manage high-level responsibilities while executing the directives of the Executive Leadership Team.