Executive Assistant

Executive Assistant Reeder General Contractors, Inc.

Department:
Administrative

Reports to:

CEO

Job Type: Full-time

REEDER is a Construction Management firm specializing in institutional construction and we are looking for new talent! If you are a driven & looking for a change, we would like to speak with you. If you share our drive for success, our commitment and passion for satisfying our clients, you will find an array of career possibilities here at REEDER.

We are seeking a highly organized and proactive Executive Assistant to support our leadership team. This role is crucial in managing calendars, coordinating travel, preparing documents, and facilitating communication. The ideal candidate will have exceptional multitasking abilities and a strong attention to detail, with a commitment to ensuring smooth operational processes.

• Schedule appointments and manage leaders’ calendars
• Prioritize appointments based on the company’s projects and business needs. Maintain a daily schedule of events through verbal/text reminders

• Secure travel arrangements and all logistics related to business travel, site visits, client meetings.
• Handle complex itineraries to ensure seamless travel experiences.

• Schedule and organize meetings, including executive team meetings and client presentations.
• Proactively prepare meeting items (reports, presentations, handouts, etc.)
• Plan, organize, and coordinate professional and private events Assist in the planning, coordination, and execution of special projects and initiatives.
• Attend leadership meetings (as requested), accurately record meeting minutes, and follow up on action items.

• Receive, open, and file incoming mail.
• Maintain & update databases, records, and filing systems to prepare regular status reports.
• Draft, proofread, and prepare presentations, reports, and meeting materials.

• Screen and direct phone calls and emails
• Serve as the liaison between the leaders’ and internal or external stakeholders, including clients, contractors, and senior management.
• Prepare responses on behalf of the executives.
• Draft memorandums and prepare responses on behalf of the leaders’.

• Support project teams with assigned tasks
• Monitor and track ongoing construction projects.
• Prepare reports, collecting updates from project managers, and ensuring the leaders’ are informed of key project developments.

• Assist with tracking executives’ expenses.
• Ensure accurate financial reporting for travel, client meetings, and project-related expenditures.
• Assist in monitoring and reviewing departmental or project-specific budgets.

• Ensure all entities remain compliant with tax regulations by tracking important tax deadlines
• Manage timely entity-specific tax filings and document preparation for tax purposes.
• Collaborate closely with the company’s accountants or tax advisors on tax compliance tracking.

• Ensure that the company stays up-to-date with required state and federal filings for all business entities.
• Track the expiration dates and renewal schedules for the company’s business licenses, construction permits, and certifications.
• Assist in preparing and organizing entity formation documents, such as articles of incorporation, partnership agreements, or operating agreements.
• Assist in organizing and maintaining documents related to legal compliance.

• Handle sensitive information regarding business strategies, financials, and personnel discreetly and professionally.

• Conduct research on industry trends, competitors, and project-specific data to support the leaders’ in decision-making.

• Help prioritize and delegate tasks on behalf of the leaders’, particularly when it involves project deadlines or client requests.
• Run errands at request

• Organize and manage events, such as company events, client luncheons, industry conferences, or team-building activities, often working with other departments, vendors and contractors.

• Bachelor’s…