Executive Assistant

DUCTZ of Delchester; Willistown Township (PA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

401(k) matching

Competitive salary

Dental insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Job summary

DUCTZ of Delchester is seeking an Executive Assistant to the Owner in the Paoli/Malvern area. The role supports a 24/7 operation with after-hours requirements, daily errands, and travel as needed.

You will manage the owner’s schedule, coordinate with teams and vendors, and handle administrative tasks to keep operations running smoothly. We value organization, discretion, reliability, and proactive problem-solving.

Qualifications

• Highly organized and dependable with strong attention to detail.
• Able to prioritize tasks and manage multiple calendars.
• Comfortable communicating with diverse personalities and stakeholders.
• Professional demeanor with customers and business partners.
• Capable of handling confidential information discreetly.

Responsibilities

• Managing owner's schedule, calendar, meetings and reminders.
• Answering and making phone calls, monitoring emails and messages.
• Coordinating with employees, managers, customers, vendors and partners.
• Scheduling jobs, travel, conferences, and appointments.
• Preparing paperwork, spreadsheets, reports and other admin items.
• Following up to ensure tasks are completed and deadlines met.
• Assisting with invoices, estimates, receipts and purchasing.
• Helping coordinate events, meetings, and travel.
• Visiting offices, sites and vendors as needed.
• Learning operations to handle responsibilities independently.

Skills

Extremely organized

Reliable & punctual

Direct owner interaction

Strong communication

Phone confidence

Professional with customers

Under pressure

Adaptable to changing priorities

Confidentiality

Tech-savvy

Office software proficiency

Willing to travel locally

Site visit familiarity

Initiative

Tools

Calendar tools

Email management

Spreadsheets

Documents & reporting

Job description

Benefits:

• 401(k) matching
• Competitive salary
• Dental insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Executive Assistant

Full-Time and Fast-Paced

We are looking for a highly organized, dependable, and motivated Personal Assistant to the Owner who can help manage both the day-to-day demands of the owner and some operational tasks of multiple businesses.

Our primary business operates 24 hours a day, 7 days a week, and the owner is actively involved in operations, customers, employees, job sites, vendors, travel, meetings, and business development. We need someone who understands that while there will be normal working hours, situations will occasionally come up early in the morning, at night, or on weekends that require attention.

Our office is located in Paoli/Malvern area and this is where the position is based but some travel is required as well as daily errands in the area.

Some responsibilities will include:

• Managing the owner's schedule, calendar, meetings, appointments, and reminders
• Helping prioritize what needs the owner's attention and what can be handled by someone else
• Answering and making phone calls
• Monitoring and responding to emails and messages
• Coordinating with employees, managers, customers, vendors, and business partners
• Helping schedule jobs, meetings, travel, conferences, and appointments
• Following up with people to make sure tasks actually get completed
• Preparing paperwork, documents, spreadsheets, reports, and other administrative items
• Keeping track of deadlines, commitments, outstanding items, and follow-ups
• Assisting with invoices, estimates, receipts, purchasing, and other basic business administration
• Helping coordinate company events, meetings, training, and travel
• Running occasional business and personal errands
• Visiting offices, warehouses, vendors, partners, and job sites when necessary
• Helping solve problems as they come up instead of simply passing everything to the owner
• Learning how the businesses operate so you can increasingly handle responsibilities independently
• Helping organize both business and personal obligations when they overlap
• Handling confidential business and personal information professionally

Over time, you should be able to recognize problems, know who to contact, follow up with the right people, and get things handled without needing step-by-step instructions.

Our business operates 24/7, and emergencies and schedule changes don't always happen between 9:00 AM and 5:00 PM.

This mean this position requires someone who understands that occasional after-hours communication is part of the job. There may be situations where an important call, text, schedule change, customer issue, employee issue, or emergency needs attention outside normal working hours.

We need someone who is comfortable with that environment and understands the responsibility that comes with working directly with the owner of a 24/7 operation.

What We're Looking For

You should be:

• Extremely organized
• Reliable and punctual
• Comfortable working directly with a business owner
• Good at communicating with different personalities
• Confident on the phone
• Professional with customers and business partners
• Able to handle pressure without becoming overwhelmed
• Comfortable with constantly changing priorities
• Able to keep confidential information confidential
• Tech-savvy and comfortable learning new software
• Good with email, calendars, spreadsheets, documents, and basic office technology
• Willing to travel locally and occasionally out of town
• Comfortable visiting active job sites and working around a service/construction environment
• Someone who takes initiative instead of constantly waiting to be told what to do

This position has the potential to grow significantly. The goal is for the person in this role to become an important part of the company and take on more responsibility as they learn the operation and as the owner buys more locations throughout the country.