Executive Administrative Assistant

Job Description

Executive Administrative Assistant

Are you a planner? We are looking for a strategic thinker who is proactive, enjoys coordinating, and is highly organized, to join our team! For the right individual, the rewards – financial and personal – will be tremendous.

The Company

Willbanks, Inc. is a 3rd generation family business founded in 1977 specializing in Boiler services. Willbanks prides itself in supplying a variety of facilities in Texas with all their boiler needs, including Boiler Sales, Installation, Maintenance, Rentals & Repair.

At Willbanks, we believe our culture and vision form an ecosystem that guides what we do as a Team. The foundation of our identity is found in our Vision, our Team’s cohesive purpose, characteristics, and values. Our values are Be Great, Think Forward, Lift Up, Improve Today, Do Right, and Bring Passion. If this sounds like you, join us, and help us rethink the future and continue the journey of innovation in mechanical equipment, together!

Location of Position:

Houston, TX

The Position:

The Executive Personal Assistant supports the President/Integrator of Willbanks, Inc., with opportunity to assist the Wilbanks family, in personal and business ventures. This position is responsible for managing schedules, documentation, correspondence, and travel arrangements. The Executive Personal Assistant uses strong organization and communication to advance agendas & projects while representing the Willbanks family both in and outside the office.

Job Responsibilities:

· Provides a welcoming environment to guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.

· Works with HR to plan events and celebrations.

· Act as the point of contact between the President and internal/external clients, vendors, and employees.

· Maintain executives’ calendar by planning and scheduling meetings, conferences, teleconferences, and travel.

· Prepare reports by collecting, interpreting, and analyzing information.

· Attend meetings as required, taking minutes, tracking action items, and following up on decisions and commitments.

· Familiarity with common tools for form creation, organization, and communication. (I.e., Trello, DocuSign, Panda Docs, Adobe, Canva, SharePoint, etc.)

· Manage and maintain both physical filing and digital filing in accordance with the President’s system.

· Organize and manage personal confidential information. Discretion, integrity, and the ability to handle confidential information with tact and professionalism.

· Provide administrative support so President can fulfill his daily business or personal responsibilities.

· Coordinate all aspects of the President’s travel, including booking flights, accommodations, and ground transportation, as well as for his family.

· Handle expense reporting, reimbursements, and other financial matters for the President using Acumatica.

· Exercise sound judgment in prioritizing tasks and making decisions in absence of the President.

Qualifications:

· Associate degree required.

· Bachelor’s degree in business management preferred.

· Experience in lieu of education may be considered.

· Ten (10) plus years of administrative experience, with at least five (5) years supporting an Executive role.

· Experience with managing multiple calendars and agendas.

· Experience booking travel and accounting/bookkeeping is a plus.

· Advanced Microsoft Office and Presentation skills.

· Previous experience in project management or event planning is a plus.

Desired Skills and Competencies:

· Strategic Thinker who is proactive and forward-looking.

· Can work independently to accomplish tasks and goals.

· Collaborative and coachable.

· Strong interpersonal skills to interact positively with all employees.

· Strong written and verbal communication skills.

· Detail-oriented and highly organized.

· Enjoys planning, coordination, and time management for self and others.

· Willingness to handle even the most minor tasks with diligence and efficiency is crucial. Must have a proactive approach demonstrating dedication, reliability, and a commitment to excellence in service.

· Flexibility and adaptability to changing priorities and requirements.

Why Should You Apply?

Full Benefits Package (medical, dental, vision, 401k, PTO, STD, LTD, Life and AD&D Insurance)

Health Savings Account (HSA) and Flexible Spending Account (FSA)

Excellent growth and advancement opportunities

Bonus Program

Team Building Events

Interested?

Willbanks is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetics, status as a protected veteran, or any other protected status established by federal, state, or local laws.

Company Description

Willbanks, Inc. is the #1 Boiler Service in the nation: from boiler sales and installation to maintenance and repair, we consider everything from planning to performance. Our people are what set up apart from the competition. We are looking for the best and brightest talent in the industry to grow our great team of innovators!