What are the responsibilities and job description for the Junior 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
Vanguard is seeking two highly organized, proactive Junior Executive Assistants to support members of our executive leadership team. One position will directly support our Chief Executive Officer, and one position will support our Vice President.
This role combines professional executive support with personal administrative support. Success in this position requires strong organizational skills, attention to detail, discretion, and the ability to anticipate needs before they become urgent.
The ideal candidate enjoys creating order from complexity, managing multiple priorities simultaneously, and helping busy leaders stay focused on what matters most. You will serve as a trusted partner who keeps commitments, schedules, projects, and administrative responsibilities moving forward efficiently.
This position is fully onsite in White Plains, New York.
Key Responsibilities
Executive Support
Required Qualifications
Salary Range: $68,000 to $75,000 annually
Compensation will be determined based on experience, qualifications, skills, and relevant business considerations.
Benefits Include
Vanguard is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees and prohibit discrimination and harassment of any kind consistent with applicable federal, state, and local laws. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law.
The posted salary range reflects Vanguard's good faith estimate of compensation for this position at the time of posting. Actual compensation will be based on factors including experience, qualifications, skills, and internal equity.
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
Vanguard is seeking two highly organized, proactive Junior Executive Assistants to support members of our executive leadership team. One position will directly support our Chief Executive Officer, and one position will support our Vice President.
This role combines professional executive support with personal administrative support. Success in this position requires strong organizational skills, attention to detail, discretion, and the ability to anticipate needs before they become urgent.
The ideal candidate enjoys creating order from complexity, managing multiple priorities simultaneously, and helping busy leaders stay focused on what matters most. You will serve as a trusted partner who keeps commitments, schedules, projects, and administrative responsibilities moving forward efficiently.
This position is fully onsite in White Plains, New York.
Key Responsibilities
Executive Support
- Manage executive calendars, meetings, and daily scheduling priorities.
- Coordinate meeting logistics, agendas, presentations, and supporting materials.
- Monitor action items and follow up with internal stakeholders to ensure timely completion of commitments and deliverables.
- Organize and prioritize requests, communications, and competing demands on executive time.
- Draft correspondence, prepare reports, and provide general administrative support.
- Maintain a high degree of confidentiality when handling sensitive business and personal information.
- Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and meeting schedules.
- Manage travel changes and scheduling conflicts while minimizing disruptions.
- Assist with vacation planning and related travel arrangements for executives and their families when requested.
- Provide support during company events, leadership meetings, and special projects.
- Coordinate personal appointments, reservations, and scheduling needs.
- Support household administration by coordinating vendors and service appointments as requested.
- Assist with personal event planning, including special occasions, gifts, and family celebrations.
- Manage personal administrative tasks that enable executive leadership to remain focused on organizational priorities.
- Track commitments, deadlines, and deliverables across multiple initiatives.
- Proactively follow up with stakeholders regarding outstanding action items.
- Anticipate executive needs and proactively take action to address priorities before direction is requested.
- Identify potential issues and resolve administrative challenges before they escalate.
- Partner closely with the second Executive Assistant to ensure seamless coverage, communication, and support.
Required Qualifications
- One or more years of experience in an Executive Assistant, Administrative Assistant, Executive Coordinator, Office Manager, or comparable administrative support role.
- Strong proficiency with Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Demonstrated ability to manage multiple priorities in a fast paced environment.
- Ability to exercise sound judgment and maintain confidentiality.
- Ability to work independently while collaborating effectively with others.
- Ability to travel occasionally based on business needs.
- Experience supporting senior leaders or executive teams.
- Experience providing both professional and personal administrative support.
- Experience coordinating travel, meetings, events, or project logistics.
- Experience working in construction, facilities, engineering, technology, or other growing organizations.
Salary Range: $68,000 to $75,000 annually
Compensation will be determined based on experience, qualifications, skills, and relevant business considerations.
Benefits Include
- Medical, Dental, and Vision Insurance
- 401(k) Plan
- Paid Time Off (PTO)
- Paid Holidays
- Paid Sick Leave, where applicable
- Professional Development Opportunities
- Eligibility for a discretionary performance bonus
- Career Growth Opportunities within a growing organization
- Naturally proactive and resourceful.
- Able to anticipate needs and solve problems independently.
- Comfortable managing both routine administrative work and time sensitive requests.
- Professional, adaptable, and service oriented.
- Takes ownership of responsibilities and follows through consistently.
- Works well under changing priorities and deadlines.
- Maintains composure, discretion, and professionalism in a fast moving environment.
- Primarily office based work involving prolonged periods of sitting and computer use.
- Frequent use of computers, phones, and other standard office equipment.
- Ability to occasionally lift and move materials up to 20 pounds.
- Occasional travel may be required based on business needs.
- This position is fully onsite in White Plains, New York.
Vanguard is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees and prohibit discrimination and harassment of any kind consistent with applicable federal, state, and local laws. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law.
The posted salary range reflects Vanguard's good faith estimate of compensation for this position at the time of posting. Actual compensation will be based on factors including experience, qualifications, skills, and internal equity.
Salary : $68,000 - $75,000