Executive Assistant

$53,800 - $80,700/Yr

Davis-Ulmer Sprinkler Co. - Rochester, NY

Full-time - Mid Level

Rochester, NY

11-50 employees

Specialty Trade Contractors

About the position

Since 1946, Davis-Ulmer Sprinkler Co. has been providing full-service fire sprinkler, suppression, alarm, and security systems to its customers, while maintaining our reputation as being one of the best companies in the business in the Northeast region. Davis-Ulmer contributes its success to their loyal employees and customers. The company's overall work force has grown and as we move forward, we foresee continued expansion throughout the Northeast. At Davis-Ulmer we believe that investing and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference. We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our President and Executive Vice President. This role will report from our corporate location in Rochester, NY. The ideal candidate will possess exceptional communication skills, demonstrate a high level of professionalism, and be adept at managing multiple priorities in a fast-paced environment. As an Executive Assistant, you will be responsible for scheduling meetings, managing calendars, handling correspondence, preparing documents, and coordinating travel arrangements. Your role will be crucial in ensuring the executives' efficiency and effectiveness, contributing to the smooth operation of our company.

Responsibilities

• Manage complex calendars and schedules, including arranging meetings, events, and appointments.
• Coordinate travel arrangements, process invoices and expense reports.
• Prepare confidential financial and legal reports, presentations, and other correspondence.
• Maintain files, databases, and archives of relevant records with a high level of confidentiality.
• Support ad hoc requests and other duties as requested.
• Provide backup support to other executive administrative team members.
• Independently handle administrative duties and projects, including composing general and executive correspondence, providing research, and preparing reports.
• Coordinate executive meetings by confirming meeting room availability, gathering attendees' availability or making travel arrangements.
• Prepare meeting materials and applicable equipment such as telephone conference, projector, or other office technology.
• Review correspondence, reports, and marketing material for proper grammar.
• Develop and maintain procedures to ensure administrative duties and projects are completed in an efficient manner and within given deadlines.
• Document procedures throughout the company as needed.
• Prepare and distribute reports or other communications on a regular schedule.
• Receive, sort, redirect, and prioritize incoming mail.
• Communicate and cooperate with all levels of employees and external contacts in a way that represents the company in a positive and professional manner.
• Manage expense reporting, invoicing, office supply inventory, or other routine processes.

Requirements

• High school diploma; college degree preferred
• 3-5 years of executive assistant experience
• Proficient in Microsoft Office Suite, including graphic and database applications
• Excellent written and verbal communication skills
• Experience with domestic travel arrangements
• Ability to work outside regular business hours

Nice-to-haves

• Agility: the ability to adapt to changing circumstances and prioritize tasks accordingly
• Detail Orientation: meticulous attention to detail and accuracy
• Self-Awareness: the ability to recognize your strengths and limitations and act accordingly
• Time Management: the ability to manage and prioritize tasks to meet deadlines
• Planning and Organizing: the ability to develop and implement effective plans to achieve objectives
• Problem Solving: the ability to identify problems, evaluate options, and implement effective solutions

Benefits

• Health insurance
• Dental insurance
• Vision insurance