Executive Administrative Assistant

United Site Services, Inc; Meridian (ID); On-site; USD 77,000 - 112,000; Full time

Benefits offered by this job

Holiday & PTO

Medical

Dental

Vision

Short-Term Disability

Life Insurance

AD&D

Commuter benefits

HSA/401k

Job summary

United Site Services, Inc. is seeking an Executive Assistant to provide high-level support to the Executive Team, managing priorities, communications, schedules, and critical business activities.

This role serves as a trusted partner to executive leadership, exercises sound judgment in handling sensitive and confidential matters, and oversees administrative support functions to help ensure efficient business operations.

Qualifications

• Minimum 6 years of administrative experience with executive support.
• Strong MS Office 365 and presentation design skills.
• Excellent verbal and written communication.
• Highly organized with attention to detail.
• Professionalism and discretion with confidential information.

Responsibilities

• Manage the Executive Team calendars and prioritize meetings.
• Coordinate logistics for meetings and events.
• Design and produce complex documents and presentations.
• Handle inquiries with discretion and good judgment.
• Serve as primary contact for internal and external stakeholders.
• Support outreach activities and office operations.
• Oversee vendor selection, procurement, and policies.
• Ensure smooth organizational events and hospitality.
• Build relationships across the organization.
• Perform additional duties as assigned.

Skills

Executive support

Calendar management

Communication skills

Organizational skills

Discretion

Problem solving

Interpersonal skills

Autonomy

Time management

Education

High School Diploma or GED

Associate Degree in Business Administration or related field

Tools

MS Office 365

Job description

About USS

United Site Services is the industry leader in comprehensive site services, committed to creating partnerships that help enable our customers’ project and event success. Our deep industry expertise, excellence in process management, and dedication to corporate responsibility are pillars of our value proposition; each supported by tangible, best practice programs.

Our success is fueled by the dedication and collaboration of our diverse team, which includes field technicians, customer care representatives, sales professionals and functional experts. Each member of our team plays a vital role in ensuring a seamless and reliable experience for our customers.

By joining United Site Services, you will be part of an organization that values continuous improvement, teamwork, and excellence in every aspect of our business.

Primary Purpose

The Executive Assistant provides high-level administrative and operational support to the Executive Team, managing executive priorities, communications, schedules, and business activities. This role serves as a trusted partner to executive leadership, exercises sound judgment in handling sensitive and confidential matters, and oversees administrative support functions to help ensure efficient business operations.

Essential Functions

• Efficiently manage the calendars of the Executive Team, ensuring optimal scheduling and prioritization of meetings and engagements.
• Handle inquiries and requests with a high degree of judgment and make recommendations to ensure smooth day-to-day operations.
• Act as a liaison, coordinating logistics for executive meetings and events, and providing comprehensive support to the Executive Team.
• Special Projects and Document Production: Assist with special projects, including designing and producing complex documents, reports, and presentations. Prepare information for meetings and manage correspondence.
• Serve as the primary contact for internal and external constituencies, handling matters with high confidentiality and critical importance.
• Facilitate smooth communication between the Executive Team and staff, maintaining credibility, trust, and support.
• Work with the Executive Team to coordinate and support outreach activities.
• Oversee all aspects of office services, including policy development, vendor selection, and procurement of necessary equipment and supplies. Anticipate future needs and assist in office workflow improvements.
• Provide support for organizational events, ensuring successful execution and hospitality.
• Invest in building and maintaining long-lasting relationships both externally and internally.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position includes supervisory responsibilities, ensuring effective management and development of administrative staff.

Qualifications

EDUCATION
Minimum High School or GED; Preferred 2 Year / Associate Degree in Business Administration or related field.

EXPERIENCE
Minimum 6 years of administrative experience, with significant executive support experience, including supporting C-level executives.

• Diversity, Equity, and Inclusion: Strong ability to execute work with a diversity, equity, and inclusion lens.
• Technical Proficiency: Expert proficiency with Microsoft Office 365, including the ability to design and edit graphic presentations and materials.
• Communication Skills: Exceptional verbal and written communication skills.
• Organizational Skills: Impeccable organizational skills and attention to detail.
• Professionalism: High degree of professionalism in interacting with diverse groups of people, including senior executives and staff.
• Decision-Making: Ability to make informed decisions regarding priorities and time management.
• Autonomy: Ability to complete a high volume of tasks and projects independently with minimal guidance.
• Responsiveness: Ability to react with appropriate levels of urgency to situations requiring quick turnaround.
• Integrity: Maintain high levels of integrity and discretion in handling confidential information.
• Judgment: Excellent judgment and the ability to switch gears seamlessly.
• Proactive Problem Solver: Anticipate needs and provide innovative solutions to complex problems.
• Adaptability: Flexibility to adapt to changing priorities and organizational needs.
• Interpersonal Skills: Strong interpersonal skills, capable of building rapport with all levels of the organization.

Physical Requirements

• Sit while answering phones or reply to emails
• Use hands and fingers to handle, control or feel objects tools or controls
• Repeat the same movements when entering data
• See details of objects that are less than a few feet away
• Speak clearly so listeners can understand
• Understand the speech of another person
• Focus on one source of sound and ignore others
• Hear sounds and recognize the difference between them
• See differences between colors, shades and brightness

Benefits Summary

• Holiday & Paid Time Off (pro-rated for Part-Time employees)
• Medical/Pharmacy
• Dental
• Vision
• Employer-Paid Short-Term Disability
• Employer-Paid Employee Basic Life & Accidental Death and Dismemberment
• Voluntary Employee Life & Accidental Death and Dismemberment
• Voluntary Spousal Life
• Voluntary Dependent Life
• Hospital Indemnity, Accident and Critical Illness
• Commuter/Transit Account
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• Health Savings Account
• 401(k) with employer match
• Employer-Paid Employee Assistance Program (EAP)
• Employee Discounts

Salary Range

$77,400.00 – $112,200.00 / year

Pay Transparency Statement

At United Site Services, our salary ranges reflect the minimum and maximum base pay for the posted position applicable to all locations across the US. Within the posted salary range, individual pay is determined by the geographic location, job related skills, experience, education, and certifications. Our total compensation package includes base pay plus a comprehensive benefits program.

EEO Statement

Some positions may require secure site access and/or domestic air travel. All candidates for positions which require secure site access and/or domestic air travel must possess an acceptable form of identification to comply with state and federal regulations, such as REAL ID-compliant driver’s license or state ID, or U.S. passport. This statement is not intended to require documentation beyond what is acceptable under the federal I-9 form process administered by the U.S. Citizenship and Immigration Services (USCIS); and should not be construed as creating additional employment eligibility verification requirements.

United Site Services is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or employee based on any legally-recognized basis, including, but not limited to: race, color, religion, sex (including pregnancy, lactation, childbirth or related medical conditions), sexual orientation , gender identity , age (40 and over), national origin or ancestry, citizenship status, physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status or any other status protected by federal, state or local law. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.