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.

OBJECTIVES

• Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

KEY RESPONSIBILITIES

• 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.

PREFERRED QUALIFICATIONS

• Five or more years of experience in an administrative role reporting directly to upper management/owners.
• Strong customer service skills.
• Proven experience in marketing, social media, advertising and business development.
• Experience managing services performed by outside 3rd parties, such as IT support.
• Basic to advanced working knowledge and proven experience 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.

PHYSICAL JOB DEMANDS AND WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, drive, kneel, stoop, reach, bend, climb, touch and grasp, handle, or feel objects, tools, or controls. The employee frequently is required to reach with hands and arms. The employee must occasionally lift and/or move up to (25) pounds. Special vision abilities required by this job include close vision, depth and peripheral vision, and the ability to adjust focus. The noise level in the work environment, particularly when in the field, can vary significantly and at times be very loud.