Executive Assistant

DUCTZ International; Willistown Township, Northern (PA, KY); Hybrid; USD 45,000 - 65,000; 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 International is seeking an Executive Assistant to the Owner for a full-time, fast-paced role. Based in the Paoli/Malvern area with occasional travel, you will manage the owner's calendar, emails, calls, travel, meetings, and administrative tasks across multiple businesses, including after-hours coverage for a 24/7 operation.

The ideal candidate is highly organized, dependable, and tech-savvy, capable of handling confidential information and coordinating with vendors, customers, and staff.

Qualifications

• Highly organized and dependable with strong multitasking ability.
• Excellent written and spoken communication with clients and staff.
• Proficient in calendar management, email, and basic office software.

Responsibilities

• Manage owner's calendar, meetings, appointments, and reminders.
• Answer and make phone calls; monitor emails and messages.
• Coordinate with employees, managers, vendors and business partners.
• Arrange travel, meetings, and events; prepare documents and reports.
• Handle confidential information professionally and support after-hours needs.

Skills

Extremely organized

Reliable and punctual

Strong communication

Phone confidence

Professional demeanor

Tech-savvy

Calendar & email management

Travel willingness

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.