Executive Assistant

New Dominion Construction, LLC; Dumfries (VA); On-site; USD 36,000 - 56,000; Full time

Benefits offered by this job

Medical plans (4 options) through UHC

Dental and Vision

Voluntary benefits

Group-Term-Life & AD&D

Tuition reimbursement

Paid time off & holidays

Job summary

New Dominion Construction, LLC seeks an experienced Executive Assistant to support the Executive Team with high-level administrative and operational tasks. You will manage calendars, travel, correspondence, research, and vendor follow-up, working independently with limited direction.

You will coordinate with Human Resources and Matrix (IT vendor) to ensure new hires have ready equipment and departing employees’ gear is accounted for. Discretion and proactive follow-through are essential.

Qualifications

• High school diploma or equivalent required; degrees preferred.
• 3+ years of executive/administrative support; 5+ years preferred.
• Experience coordinating calendars, travel, records, and vendor follow-up.
• Experience with IT onboarding/offboarding and coordinating with IT vendors.

Responsibilities

• Provide comprehensive administrative support to the Executive Team, prioritizing and completing assignments with limited direction.
• Manage executive calendars, meetings, calls, reminders, and action-item follow-up.
• Coordinate and book business travel including flights, lodging, and ground transportation.
• Screen calls, take messages, and escalate urgent matters as needed.
• Research vendors, products, pricing, and operational needs; present findings.
• Follow up with clients, employees, subcontractors, and vendors; track commitments.
• Maintain company records, spreadsheets, databases, and tracking systems for equipment and licenses.
• Coordinate IT equipment onboarding for new hires and offboarding for departing employees.
• Ensure confidential information is protected and managed appropriately.

Skills

Organization

Attention to detail

Planning

Prioritization

Time management

Communication

Discretion

Problem solving

Vendor coordination

Research capability

Microsoft Office

AI productivity tools

Education

High school diploma or equivalent

Associate degree preferred

Bachelor’s degree preferred

Business/Management/Communications field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

ChatGPT / AI tools

Job description

Company Values

Service

• Create excellent experiences for internal teams and external stakeholders.
• Recognize your role and seek collective success through collaboration.

Integrity

• Do the right thing always, even when it's difficult.
• Treat yourself, the company, and others with respect.
• Be a person of your word and uplift team morale.

Accountability

• Taketheinitiativedowhat'snecessarytosucceed.
• Exerciseforethoughtandplanningtoachieveintendedoutcomes.
• Safety is the expectation and priority in all our businesses.

Expertise

• Elevate your skills and knowledge to deliver exceptional results with confidence.
• Increase your value to the team and capitalize on NDC's growth opportunities.

Executive Assistant

Summary/Objective

The Executive Assistant provides high-level administrative and operational support to the Executive Team of New Dominion Construction, LLC. The position coordinates executive schedules, communications, business travel, research, client and employee follow-up, company records, purchasing, and equipment and software tracking. Working independently with limited direction, the Executive Assistant identifies next steps, coordinates with appropriate stakeholders, and follows assignments through completion. The role also works closely with Human Resources, managers, and Matrix, NDC's outsourced IT vendor, to ensure new hires' technology is ready before starting dates and departing employees' equipment is accounted for. Success requires discretion, sound judgment, resourcefulness, exceptional organization, and proactive follow-through.

Primary Job Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Provide comprehensive administrative support to the Executive Team, independently organizing priorities, anticipating needs, and completing assignments with limited direction.
• Manage executive business calendars, meetings, appointments, calls, correspondence, reminders, and action-item follow-up.
• Coordinate and book business travel, including airfare, lodging, ground transportation, itineraries, and changes.
• Screen and route incoming telephone calls, take accurate messages, and elevate urgent matters appropriately.
• Conduct business research into vendors, products, services, pricing, and operational needs; present concise findings and recommendations.
• Follow up with clients, employees, subcontractors, vendors, and other business contacts on behalf of the Executive Team; track commitments through completion.
• Maintain accurate company records, spreadsheets, databases, and tracking systems coveringequipment, software, subscriptions, licenses, vendors, purchases, and related employee information.
• Coordinate company equipment and software assignments, purchases, replacements, returns, renewals, and vendor requests in collaboration with Human Resources and managers.
• Track company-issued IT equipment for new hires and departing employees, including laptops, monitors, mobile devices, and accessories.
• Coordinate technology requirements for incoming employees with Human Resources, hiring managers, and Matrix; confirm equipment configuration, software, and system access are ready before the employee's start date.
• Coordinate return, reassignment, or disposition of equipment for departing employees; maintain tracking records and promptly elevate missing assets or setup delays.
• Track deadlines, renewals, incomplete requests, and discrepancies; proactively identify missing information and resolve or elevate issues.
• Prepare business correspondence, reports, presentations, meeting materials, and supporting documentation.
• Protect confidential information relating to executives, employees, clients, company operations, and business matters.
• Provides personal-assistant support, including appointments, travel, reservations, purchases, deliveries, coordination with service providers, errands, and other personal matters.

Other Responsibilities

• Assist with company events, visitors, executive meetings, and special projects as needed.
• Organize business travel receipts, expense documentation, and related administrative records.
• Perform other business-related duties and special assignments as directed by the Executive Team.

Competencies, Skills, Abilities, Qualifications

• Exceptional organization, attention to detail, planning, prioritization, and time-management skills.
• Proactive, self-directed approach; ability to turn broadly defined objectives into completed work without repeated reminders.
• Resourcefulness, persistence, research capability, sound judgment, and strong problem-solving skills.
• Excellent written and verbal communication and professional interaction with executives, employees, clients, vendors, and subcontractors.
• Discretion and integrity in handling confidential business, employee, executive, and occasional personal information.
• Ability to manage competing priorities, urgent requests, and deadlines while maintaining accurate records.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams; ability to use ChatGPT or comparable AI productivity tools appropriately for research, drafting, and organization.
• Ability to learn new systems and coordinate effectively with outsourced IT and other service providers.
• Professionalism and service orientation aligned with NDC's values of Service, Integrity, Accountability, Expertise, and Safety.

Supervisory Responsibility

This position has no direct supervisory responsibilities.

Work Environment

This position primarily operates in a professional office environment and routinely uses standard office equipment and technology, including computers, phones, printers, and videoconferencing tools. The role requires frequent interaction with the Owner / President, employees, clients, vendors, and service providers and may require handling time-sensitive or confidential matters.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. This position may require long periods of sitting and looking at a computer screen, using the phone and other technology.

Expected Hours of Work

This is a full-time position. Regular workdays are Monday through Friday during NDC's normal business hours. The position may occasionally require flexibility outside normal business hours to support travel changes, urgent executive needs, or time-sensitive matters.

Travel

Occasional domestic travel may be required to support the Owner / President, company meetings, or business needs. Travel is expected to be limited.

Required Education and Experience

• High school diploma or equivalent required; associate or bachelor's degree in Business Administration, Management, Communications, or a related field preferred.
• Three (3) or more years of progressively responsible executive, administrative, or operations support experience required; five (5) years preferred.
• Experience supporting executives, coordinating calendars and business travel, maintaining records, researching options, and managing vendor follow-up.
• Experience tracking IT equipment, technology onboarding/offboarding, or coordinating with outsourced IT providers preferred.
• Experience in construction, professional services, or a fast-paced office environment is a plus.
• Equivalent combinations of education and relevant work experience will be considered.

Additional Eligibility Qualifications

Must be able to get a background check and drug test.

Work Authorization

Must be eligible to work in the United States.

(Some positions, based on contract stipulations may require U.S. citizenship)

HUBZone Requirement

As a Federal contractor, NDC must meet HUBZone employee requirements when bidding for government contracts. By clicking the link below, you can check if your home zip code falls in a HUBZone area:

https://www.sba.gov/federal-contracting/contracting-assistance-programs/hubzone-program#id-hubzone-map

Company Benefits Package

• Competitive salary based on related experience.
• 4 Medical Plan Options through United Healthcare (including an HSA plan), dental, vision through Principal.
• Voluntary benefits: Accident, Hospital Indemnity, Voluntary Life Insurance, Short-Term Disability
• Company paid Group-Term-Life & AD & D.
• Paid time off and holidays.
• Professional development opportunities and tuition reimbursement.
• Position Location Varies based on the candidate's state location.

Equal Employment Opportunity

NDC is an equal employment opportunity employer and does not discriminate against employees or job applicants based on race, religion, color, sex, age, national origin, mental or physical disability, veteran or family status, genetic information, or any other status or condition protected by applicable federal, state, or local laws, except where a bona fide occupational qualification applies.

This policy extends to all aspects of the employment relationship, including, but not limited to, recruiting, interviewing, job assignments, training, compensation, benefits, discipline, use of facilities, participation in NDC-sponsored activities, termination, and all other terms, conditions, and privileges of employment.

Pay Transparency Statement

The salary range for this position is $25.63 - $40.63 an hour (MidAtlantic Region). This is not, however, a guarantee of compensation or salary. Rather, salary will be set based on experience, geographic location and possibly contractual requirements and could fall outside of this range. As a result, starting pay may vary within the posted range.

The Company reserves the right to modify compensation and benefits programs in accordance with applicable laws and business needs.