Executive Assistant Job at Reeder General Contractors in Fort Worth

Executive Assistant

Reeder General Contractors, Inc.
Department: Administrative

Reports to: CEO
Job Type: Full-time

About Us:REEDER is a Construction Management firm specializing in institutional construction and we are looking for new talent! If you are a driven & looking for a change, we would like to speak with you. If you share our drive for success, our commitment and passion for satisfying our clients, you will find an array of career possibilities here at REEDER.

Job Summary:
We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This role is crucial in managing calendars, coordinating travel, preparing documents, and facilitating communication. The ideal candidate will have exceptional multitasking abilities and a strong attention to detail, with a commitment to ensuring smooth operational processes.

Key Responsibilities:

Calander Management:

• Schedule appointments and manage leaders’ calendars
• Prioritize appointments based on the company’s projects and business needs.
  Maintain a daily schedule of events through verbal/text reminders

Travel Coordination:

• Secure travel arrangements and all logistics related to business travel, site visits, client meetings.
• Handle complex itineraries to ensure seamless travel experiences.

Meeting Coordination:

• Schedule and organize meetings, including executive team meetings and client presentations.
• Proactively prepare meeting items (reports, presentations, handouts, etc.)
• Plan, organize, and coordinate professional and private events
  Assist in the planning, coordination, and execution of special projects and initiatives.
• Attend leadership meetings (as requested), accurately record meeting minutes, and follow up on action items.

Document Preparation:

• Receive, open, and file incoming mail.
• Maintain & update databases, records, and filing systems to prepare regular status reports.
• Draft, proofread, and prepare presentations, reports, and meeting materials.

Communication:

• Screen and direct phone calls and emails
• Serve as the liaison between the leaders’ and internal or external stakeholders, including clients, contractors, and senior management.
• Prepare responses on behalf of the executives.
• Draft memorandums and prepare responses on behalf of the leaders’.

Project Assistance:

• Support project teams with assigned tasks
• Monitor and track ongoing construction projects.
• Prepare reports, collecting updates from project managers, and ensuring the leaders’ are informed of key project developments.

Expense and Budget Management:

• Assist with tracking executives’ expenses.
• Ensure accurate financial reporting for travel, client meetings, and project-related expenditures.
• Assist in monitoring and reviewing departmental or project-specific budgets.

Tax Planning Support:

• Ensure all entities remain compliant with tax regulations by tracking important tax deadlines
• Manage timely entity-specific tax filings and document preparation for tax purposes.
• Collaborate closely with the company’s accountants or tax advisors on tax compliance tracking.

Entity Document Planning and Compliance:

• Ensure that the company stays up-to-date with required state and federal filings for all business entities.
• Track the expiration dates and renewal schedules for the company’s business licenses, construction permits, and certifications.
• Assist in preparing and organizing entity formation documents, such as articles of incorporation, partnership agreements, or operating agreements.
• Assist in organizing and maintaining documents related to legal compliance.

Confidentiality:

• Handle sensitive information regarding business strategies, financials, and personnel discreetly and professionally.

Research and Analysis:

• Conduct research on industry trends, competitors, and project-specific data to support the leaders’ in decision-making.

Task Management:

• Help prioritize and delegate tasks on behalf of the leaders’, particularly when it involves project deadlines or client requests.
• Run errands at request

Event Planning:

• Organize and manage events, such as company events, client luncheons, industry conferences, or team-building activities, often working with other departments, vendors and contractors.

Qualifications:

• Bachelor’s degree or equivalent experience.
• Proven experience as an Executive Assistant or in a similar administrative role.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proactive problem-solving skills and the ability to work independently.

What We Offer:

Compensation and Benefits:

We offer a comprehensive compensation package designed to support your well-being and work-life balance. Our benefits include:

• Health Insurance: Competitive health insurance plans that cover a variety of medical needs. HSA Employee only coverage is fully covered by REEDER.
• Dental and Vision Coverage: Comprehensive dental and vision plans to keep you and your family healthy.
• 401(k) Retirement Plan: Enjoy a 401(k) plan with a 3% company contribution to help you save for your future.
• Unlimited Paid Time Off (PTO): We believe in the importance of taking time off to recharge. Enjoy unlimited PTO to maintain a healthy work-life balance.
• Employee Engagement: Participate in various employee engagement programs that promote teamwork, development, and community involvement
• Opportunities to advance your career and a collaborative and dynamic work environment.

If you are a motivated individual looking to make a significant impact within our organization, we invite you to apply!

REEDER General Contractors is committed to providing a workplace free from discrimination or harassment. We expect every member of the REEDER community to do their part to cultivate and maintain an environment where everyone has the opportunity to feel included, and is afforded the respect and dignity they deserve.

Decisions related to hiring, compensating, training, evaluating performance, or terminating are made fairly, and we provide equal employment opportunities to all qualified candidates and employees. We examine our unconscious biases and take responsibility for always striving to create an inclusive environment that makes every employee and candidate feel welcome.