What are the responsibilities and job description for the Executive Assistant position at Vanguard Maintenance and Electrical, Inc.?
Who We Are
Vanguard is a dynamic, growth-oriented electrical contractor with deep roots in New York City since 2007. We specialize in low voltage temperature controls and Building Management Systems (BMS), delivering smart, efficient solutions for commercial and industrial clients while focusing exclusively on intelligent building automation rather than traditional high-voltage electrical work.
Following a strategic pivot during COVID, Vanguard expanded into Texas and has grown to more than 250 employees serving clients across New York City, Westchester County, Dallas-Fort Worth, Austin, San Antonio, and surrounding markets.
As we continue to grow, we remain committed to building an exceptional culture where people are empowered to make an impact, solve problems, and contribute to something bigger than themselves. We believe operational excellence starts with great people, and we're looking for individuals who thrive in a fast-paced, collaborative environment.
About The Role
The Executive Assistant serves as a trusted partner to one of Vanguard's executive leaders, providing high-level administrative, operational, and executive support across both professional and select personal responsibilities.
This role is much more than calendar management. You'll become an extension of the executive you support—anticipating needs before they arise, creating organization from complexity, and ensuring priorities move forward efficiently.
The ideal candidate is highly organized, proactive, resourceful, and thrives in a fast-paced environment where no two days are the same. You enjoy solving problems, juggling multiple priorities, building relationships, and creating systems that help executives operate at their highest level.
Occasional travel may be required to support executive meetings, company events, and leadership off-sites. Flexibility during travel weeks or major company initiatives is expected.
Key Responsibilities
Executive Support
Base Salary: $65,000–$85,000 annually, commensurate with experience, qualifications, and demonstrated success.
Bonus: Performance-based bonus tied to individual and company performance.
Benefits Include
Vanguard is a dynamic, growth-oriented electrical contractor with deep roots in New York City since 2007. We specialize in low voltage temperature controls and Building Management Systems (BMS), delivering smart, efficient solutions for commercial and industrial clients while focusing exclusively on intelligent building automation rather than traditional high-voltage electrical work.
Following a strategic pivot during COVID, Vanguard expanded into Texas and has grown to more than 250 employees serving clients across New York City, Westchester County, Dallas-Fort Worth, Austin, San Antonio, and surrounding markets.
As we continue to grow, we remain committed to building an exceptional culture where people are empowered to make an impact, solve problems, and contribute to something bigger than themselves. We believe operational excellence starts with great people, and we're looking for individuals who thrive in a fast-paced, collaborative environment.
About The Role
The Executive Assistant serves as a trusted partner to one of Vanguard's executive leaders, providing high-level administrative, operational, and executive support across both professional and select personal responsibilities.
This role is much more than calendar management. You'll become an extension of the executive you support—anticipating needs before they arise, creating organization from complexity, and ensuring priorities move forward efficiently.
The ideal candidate is highly organized, proactive, resourceful, and thrives in a fast-paced environment where no two days are the same. You enjoy solving problems, juggling multiple priorities, building relationships, and creating systems that help executives operate at their highest level.
Occasional travel may be required to support executive meetings, company events, and leadership off-sites. Flexibility during travel weeks or major company initiatives is expected.
Key Responsibilities
Executive Support
- Serve as the primary administrative partner to executive leadership, providing proactive support across day-to-day operations and strategic initiatives.
- Manage complex executive calendars, ensuring meetings, travel, deadlines, and priorities are thoughtfully coordinated and optimized.
- Monitor executive email communications, prioritize urgent matters, draft correspondence, and ensure timely follow-up on action items.
- Prepare executives for meetings by coordinating agendas, gathering supporting documentation, and ensuring all necessary materials are available in advance.
- Track executive priorities, deliverables, and commitments while proactively following up with internal and external stakeholders to ensure timely completion.
- Maintain strict confidentiality while exercising sound judgment when handling sensitive business and personal information.
- Coordinate domestic and international business travel, including flights, hotels, transportation, meeting logistics, and comprehensive travel itineraries.
- Monitor travel schedules and proactively resolve changes or conflicts while minimizing disruptions.
- Coordinate logistics for leadership meetings, conferences, company off-sites, client visits, and special events.
- Prepare detailed itineraries and travel documentation to ensure executives are informed and prepared.
- Prepare presentations, reports, correspondence, meeting agendas, and executive communications.
- Process expense reports, reconcile travel expenses, and maintain accurate financial records.
- Organize and maintain confidential electronic records, contracts, and executive documentation.
- Coordinate meeting logistics, catering, office hospitality, and executive office support as needed.
- Ensure documents requiring review or signature are completed accurately and efficiently.
- Coordinate personal calendars to ensure alignment with professional commitments.
- Arrange personal travel, reservations, appointments, and scheduling as requested.
- Coordinate household vendors and service providers while maintaining professionalism and confidentiality.
- Assist with select personal administrative responsibilities that enable executive leadership to remain focused on business priorities.
- Support strategic initiatives and special projects assigned by executive leadership.
- Conduct research, gather data, prepare presentations, and develop recommendations to support informed decision-making.
- Coordinate cross-functional projects by communicating timelines, tracking deliverables, and ensuring priorities remain on schedule.
- Continuously identify opportunities to improve executive office processes, organization, and operational efficiency.
- Serve as a professional representative of executive leadership when interacting with employees, clients, vendors, and business partners.
- Build strong working relationships across departments while fostering collaboration and accountability.
- Communicate with professionalism, discretion, and a solutions-oriented mindset in all interactions.
- Support executive leadership by ensuring communication remains timely, organized, and aligned across the organization.
- 3 years of experience supporting senior executives, C-suite leaders, or founders in an Executive Assistant or comparable administrative role.
- Exceptional organizational and time management skills with the ability to manage multiple competing priorities.
- Strong written and verbal communication skills.
- Outstanding attention to detail with exceptional follow-through.
- Demonstrated ability to exercise sound judgment and maintain absolute confidentiality.
- Advanced proficiency with Microsoft Office 365, Outlook, Teams, Word, Excel, and PowerPoint.
- Experience coordinating executive travel, calendars, meetings, and expense reporting.
- Ability to work independently while adapting to changing priorities in a fast-paced environment.
- Experience supporting founder-led organizations or executive leadership teams.
- Previous experience coordinating both professional and select personal executive support.
- Familiarity with SharePoint, DocuSign, project management software, and expense management platforms.
- Experience supporting executives within construction, engineering, facilities management, or another high-growth organization is preferred.
Base Salary: $65,000–$85,000 annually, commensurate with experience, qualifications, and demonstrated success.
Bonus: Performance-based bonus tied to individual and company performance.
Benefits Include
- Comprehensive Medical, Dental & Vision Insurance
- 401(k)
- Paid Time Off
- Paid Holidays
- Professional Development Opportunities
- Career Advancement within a rapidly growing organization
- Growth Opportunities: Work directly alongside executive leadership while gaining exposure to strategic initiatives that shape the future of our organization. As Vanguard continues to grow, so do the opportunities for advancement within our Executive Office.
- Collaborative Culture: Join a high-performing team where collaboration, trust, and accountability are at the center of everything we do. Your work will directly contribute to the effectiveness of executive leadership and the continued success of our organization.
- Meaningful Work: Every day, you'll help support the leaders driving complex infrastructure and building automation projects across New York, Texas, and beyond. Your ability to create organization, improve efficiency, and execute at a high level will have a meaningful impact on Vanguard's continued growth.
Salary : $65,000 - $85,000