Executive Assistant to Vice President

The Executive Assistant provides administrative and operational support to the Vice President overseeing commercial glass operations and the distribution of aluminum doors 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.

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

• Coordinate administrative follow-up with estimators, project managers, field supervisors, and service personnel.
• Help organize proposals, contracts, submittals, purchase orders, change orders, and project correspondence.
• Track outstanding approvals, material deliveries, project 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 aluminum doors and framing, hollow metal doors and frames, and hardware orders.
• Track quotes, order acknowledgments, purchase orders, fabrication schedules, and delivery commitments.
• Follow up with sales, purchasing, fabrication, warehouse, and shipping personnel on outstanding items.
• Help maintain accurate customer, vendor, product, and order records.
• Escalate order discrepancies, backorders, delivery delays, and customer concerns to the appropriate manager.

• 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 documentation affecting 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.

• 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 two divisions.
• 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.

• - Experience supporting an executive in construction, commercial glazing,manufacturing, or building-material distribution.
  
  - Familiarity with aluminum storefront systems, hollow metal doors and frames, or commercial 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.

• 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 to leadership, business development, and division performance.