Executive Assistant

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Job Summary

Provides advanced administrative support and reports to one or more senior level managers. Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Serves as liaison between senior leadership and various departments. Generally has some supervisory guidance, but primarily relies on experience and personal judgment to make decisions that impact performance.

Uses independent judgment on changes that directly affect administrative functions and processes. Performs ancillary duties as required.

• P lays a pivotal role in providing advanced administrative support to senior leaders, ensuring seamless daily operations and timely communication across departments.
• Proactively manages budgets, tracks expenditures, and prepares detailed financial reports to support strategic decision-making. Responsible for reconciling budget statements, creating budgets, and generating comprehensive monthly reports for business unit evaluation.
• Reads and analyzes incoming communications and determines appropriate action. Manages the flow of information to the senior leadership team. Screens and manages electronic communications and phone calls for assigned senior leader(s).
• Schedules and organizes meetings and travel arrangements. Coordinates assignments, vendors, and materials. Manages calendars of supervisors and other leadership within the business unit using calendar management software. Manages overall Business Unit calendar for meetings and other activities. Manages Partner information utilizing the HRIS system.
• Prepares agendas and supporting meeting handouts. Composes, creates, formats and reviews correspondence including reports, letters, and memos using word processing, spreadsheet, database, or presentation software. Conducts research, compiles data and prepares summary reports based on results. Formulates documents and reports for consideration and presentation by executives, committees, and boards of directors.
• Manages new hire onboarding process to include: access to appropriate systems, arranging badge, phone and computer setup, access to system folders/drives, time reporting process, expense reporting process, new hire bio on the Pipeline, and credit card setup/cell phone if applicable.
• Mentors, guides, and trains other administrative staff as required.
• Coordinates with facilities on cubicle space planning and build-out layout.
• Performs ad hoc duties, such as maintaining inventory and ordering supplies, maintaining records, reports and files.
• Plans, arranges and executes large parties, team-building events, group outings and manages catering.

• Associate’s Degree in Business or a related field is preferred, but equivalent experience will also be considered.
• Minimum of 7 years of experience in administrative support roles or similar positions.
• Must have demonstrated proficiency with Microsoft Suite such as Outlook, Word, PowerPoint, One Note, Excel.
• Experience with managing meeting coordination and handling confidential/sensitive information is essential.
• Excellent communication skills, both written and oral.
• Previous experience providing support to executive management.
• Ability to effectively plan, organize, delegate and control work processes.
• Demonstrates initiative, positive attitude and strong work ethic.
• Ability to prioritize tasks, work effectively under stress and meet short deadlines.

Founded in 1946, TDIndustries is a premier, employee-owned Mechanical, Electrical, and Plumbing (MEP) company delivering full-lifecycle building solutions—from design and construction to service and facilities maintenance. We power critical environments like hospitals, schools, data centers, stadiums, and commercial buildings across Texas and the Southwest. Our Partners (employees) are the core of our success. As an employee-owned company, you have a voice, a stake, and a…