Executive Assistant To CEO

Smith Pump Company, Inc.; Waco (TX); On-site; USD 50,000 - 75,000; Full time

Job summary

Smith Pump Company, Inc. is seeking a detail-oriented Executive Assistant to own pre-sale paperwork, bids, bonds, and certificates of insurance. This role requires strict deadline discipline and the ability to translate bid solicitations into complete submittals.

It does not focus on calendar management or travel planning. You will support bid and contract administration, data reporting in the ERP system, and coordination of events and vendor literature.

Qualifications

• 3–5 years of bid administration, contract administration, surety or insurance documentation, or purchasing administration.
• Demonstrated ability to work to externally imposed deadlines.
• Ability to read, interpret, and act on bid solicitations, instructions to bidders, surety forms, insurance certificates, and contract documents.
• Ability to write clear business correspondence to agencies, sureties, and vendors.
• Proficiency in an ERP system for daily record keeping and reporting, plus Microsoft Excel and Outlook.
• Discretion and confidentiality with sensitive company information.

Responsibilities

• Bid Administration: manage calendar across Outlook and ERP to avoid missed deadlines.
• Preparing bid forms and documents so Project Manager has a complete package.
• Contract Administration: assemble and route executed contracts, retain records.
• Sales Data and Reporting: support leads in ERP, handle quote requests, produce reports.
• Events and Sales Support: coordinate trade shows, trainings, and vendor communications.

Skills

deadline-driven

bid documents

read bids

business correspondence

ERP proficiency

Excel

Outlook

confidentiality

Education

High school diploma or GED

Associate's degree

Tools

ERP system

Microsoft Excel

Outlook

Job description

About the Role

This is not a calendar and travel job. The title says Executive Assistant because the position reports directly to our President and carries his authority when it asks Sales and Project Management for what it needs. What the job actually does is own the paperwork, records, and deadlines of the pre-sale process: bid packages, bid bonds, payment and performance bonds, certificates of insurance, and executed contracts.

If a bid closes at 2:00 and the bond is not in hand at 1:45, we lose the project. That is the job. We are looking for someone who has worked to deadlines that carry consequence and who is comfortable reading a set of instructions to bidders and working out exactly which documents a complete submittal requires.

If your background is executive support, meaning managing calendars, screening email, booking executive travel, and preparing meeting materials, this position does none of that, and that experience on its own will not qualify you here.

WHAT YOU'LL OWN

Bid Administration

• The bid calendar, across Outlook and our ERP system, so that no bid deadline is missed
• Requesting bidding requirements from the awarding agency, interpreting them, and identifying every document a complete submittal requires
• Preparing bid forms and legal bid documents so the Project Manager has a complete package to propose
• Requesting bid bonds, processing and tracking payment and performance bonds, and passing bond costs to the Project Manager
• Securing and tracking certificates of insurance required by the bid or contract
• Keeping the project record complete through contract execution

Contract Administration

• Assembling executed sales contracts, routing them for signature, distributing executed copies, and retaining the contract record
• Tracking contract documentation obligations and deadlines, and telling the Project Manager what is outstanding

Sales Data and Reporting

• Supporting our Sales Engineers in maintaining leads and contacts in the ERP system
• Taking in quote requests from Sales, entering them, verifying the information is complete, and handing complete requests to Project Management
• Pulling and distributing recurring sales reports on a set schedule

Events and Sales Support

• Coordinating trade shows and conferences from registration through booth logistics
• Coordinating TWUA short schools, Lunch and Learns, and engineering presentations, including CEU and PDH certificates
• Maintaining literature, samples, demonstration equipment, and trade show assets
• Coordinating with vendors for literature, co-op funds, and factory training

WHAT WE'RE LOOKING FOR

Required

• High school diploma or GED, with three to five years of experience in bid administration, contract administration, surety or insurance documentation, or purchasing administration. General office or executive support experience alone does not meet this requirement.
• Demonstrated ability to work to externally imposed deadlines
• Ability to read, interpret, and act on bid solicitations, instructions to bidders, surety forms, insurance certificates, and contract documents
• Ability to write clear business correspondence to agencies, sureties, and vendors
• Proficiency in an ERP system for daily record keeping and reporting, plus Microsoft Excel and Outlook
• Discretion and confidentiality with sensitive company information

Preferred

• Associate's degree or higher
• Experience with municipal or other public works bidding
• Experience with payment and performance bonds and certificates of insurance
• Experience coordinating trade shows or professional education events

  WHY THIS JOB IS WORTH HAVING

  You report to the President. The scope is defined and the measures of success are plain: no missed bid deadlines, complete packages in the Project Manager's hands ahead of submittal, bonds and insurance certificates in hand when required, reports issued on schedule without rework.

  Our values are the standard we hold ourselves to. Do The Right Thing: we do what is right, even when it is not the easiest, for our customers, our company, and our peers. Drive The Bus: we take ownership and lead by example. Learn and Teach: we continually improve our craft and share what we know.

  ABOUT SMITH PUMP COMPANY

  Smith Pump Company is a family owned company that serves municipal water, wastewater, and stormwater customers across Texas and Oklahoma as a pump distributor, manufacturer, and service provider.