Executive Assistant to the Vice President

Cantexroofing; Nixa (MO); On-site; USD 52,000 - 78,000; Full time

Job summary

Cantexroofing seeks an Executive Assistant to provide administrative and operational support to the Vice President overseeing commercial glass operations, distribution of aluminum doors and framing, hollow metal doors and frames, and door hardware. This role helps manage priorities, organize information, and ensure commitments are completed across both divisions.

The ideal candidate is proactive, organized, dependable, and comfortable working in a fast-paced construction and distribution

Qualifications

• At least 3 years of experience in executive assistance or comparable support role.
• Strong organizational skills and ability to manage multiple priorities across two divisions.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to prepare reports, correspondence, and organized records.
• Discretion, sound judgement, and attention to detail.

Responsibilities

• Manage the Vice President’s calendar, meetings, and travel arrangements.
• Review communications, identify priorities, and prepare review-ready correspondence.
• Prepare agendas, record decisions, and track action items to completion.
• Maintain confidential business, financial, customer, and employee information.
• Anticipate needs and escalate issues to the VP as needed.
• Coordinate administrative follow-up with estimators, project managers, and field supervisors.
• Organize proposals, contracts, submittals, and purchase orders.
• Track approvals, material deliveries, milestones, and closeout documentation.
• Assemble project updates and identify missing information or overdue commitments.
• Support communication with general contractors, customers, suppliers, and subcontractors.
• Coordinate administrative activities related to doors, framing, and hardware orders.
• Track quotes, order acknowledgments, POs, fabrication schedules, and delivery commitments.
• Follow up with teams on outstanding items and maintain accurate records.
• Escalate order discrepancies and delays to the appropriate manager.
• Compile information for weekly sales meetings and monthly business reviews.
• Prepare reports covering sales, billings, backlog, receivables, inventory, and priorities.
• Coordinate with accounting on invoicing-related documentation.
• Maintain a central list of leadership priorities, responsibilities, deadlines, and completion status.
• Improve administrative processes to reduce missed commitments.

Skills

Executive support

Organizational skills

Communication

Multitasking

MS Office proficiency

Education

Associate degree in Business Administration

Tools

Microsoft Outlook

Microsoft Excel

PowerPoint

Microsoft Teams

CRM software

ERP software

Job description

The Executive Assistant provides administrative and operational support to the VicePresident overseeing commercial glass operations and the distribution of aluminumdoors and framing, hollow metal doors and frames, and door hardware.This position helps the Vice President manage priorities, maintain communication,organize information, and ensure commitments are completed across both divisions.The ideal candidate is proactive, organized, dependable, and comfortable working in a fast-paced construction and distribution environment.

Executive Support

• Manage the Vice President’s calendar, meetings, appointments, and travelarrangements.
• Review incoming communications, identify priorities, and prepare correspondence forreview.
• Prepare meeting agendas, record decisions, and track action items throughcompletion.
• Maintain confidential business, financial, customer, and employee information.
• Anticipate needs and bring unresolved issues, deadlines, and decisions to the Vice President’s attention.

Commercial Glass Support

• Coordinate administrative follow-up with estimators, project managers, fieldsupervisors, and service personnel.
• Help organize proposals, contracts, submittals, purchase orders, change orders, andproject correspondence.
• Track outstanding approvals, material deliveries, project milestones, and closeoutdocumentation.
• Assemble project updates and identify missing information or overdue commitments.
• Support communication with general contractors, customers, suppliers, and subcontractors.

Distribution Support

• Coordinate administrative activities related to aluminum doors and framing, hollowmetal doors and frames, and hardware orders.
• Track quotes, order acknowledgments, purchase orders, fabrication schedules, anddelivery commitments.
• Follow up with sales, purchasing, fabrication, warehouse, and shipping personnel onoutstanding items.
• Help maintain accurate customer, vendor, product, and order records.
• Escalate order discrepancies, backorders, delivery delays, and customer concerns to the appropriate manager.

Reporting and Business Coordination

• Compile information for weekly sales meetings and monthly business reviews.
• Prepare reports and presentations covering sales, billings, backlog, receivables,inventory, and operational priorities.
• Coordinate with accounting to obtain information and follow up on documentationaffecting invoicing or collections.
• Maintain a central list of leadership priorities, assigned responsibilities, deadlines, and completion status.
• Improve administrative processes to reduce missed commitments and unnecessary follow-up.

Required Qualifications

• At least 3 years of experience in executive assistance, administrative coordination, ora comparable support role.
• Strong organizational skills and the ability to manage multiple priorities across twodivisions.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to prepare accurate reports, professional correspondence, and organized records.
• Sound judgment, discretion, and attention to detail.
• Ability to work independently, follow through on assignments, and communicate issues promptly.

Preferred Qualifications

• - Experience supporting an executive in construction, commercial glazing,manufacturing, or building-material distribution.- Familiarity with aluminum storefront systems, hollow metal doors and frames, orcommercial door hardware.- Experience using CRM, ERP, accounting, or project-management software.- Familiarity with construction documents, submittals, purchase orders, change orders,and material procurement.- Associate degree or additional education in business administration or a related field.

Expectations for Success

• The Vice President’s schedule and priorities are organized and supported.
• Meeting decisions and action items are documented and followed through.
• Reports, correspondence, and records are accurate and timely.
• Customers and internal teams receive professional, responsive communication.
• Potential delays and unresolved issues are identified early.
• Administrative coordination allows the Vice President to devote more time toleadership, business development, and division performance.