Executive Assistant

Executive Assistant

Our company was founded on the belief that our Associates are the key to success. As a growing leader in fire protection services, we offer numerous career advancement opportunities, industry training, and hands-on experience to help you achieve your professional goals. As we grow, so do you.

Summary:

As an Executive Assistant in the Fire Protection Industry, you will provide high-level administrative support to our C-Level executives. This role involves calendar management, day to day correspondence with internal and external clients, documentation, project tracking and coordination, and other duties as assigned. Your attention to detail, communication, and organizational skills will contribute to the success of our organization by ensuring the seamless management of our Owners' operations and maintaining high standards of service and compliance.

Responsibilities:

1. Administrative Support:

• Schedule and coordinate meetings, appointments, and travel for the VP. Ensure optimal use of their time and manage any conflicts or changes.
• Manage incoming and outgoing communications, including emails, phone calls, and mail. Draft and edit correspondence as needed.
• Prepare reports, presentations, and other documentation related to fire alarm systems and fire protections services.

2. Project Coordination:

• Monitor progress of ongoing fire alarm installation, inspection, and maintenance projects. Update executives on project statuses and any potential issues.
• Work closely with project managers, technicians, and other staff to ensure that all project components are completed on time and within budget.
• Facilitate communication between clients and the company to ensure client needs are met and address any issues that arise.

3. Compliance and Regulation:

• Keep accurate records of compliance with fire safety regulations, including inspection reports, certifications, and safety audits.
• Stay informed about changes in fire protection laws and regulations. Ensure that the company’s practices and systems comply with these regulations.
• Assist in preparing documentation required for regulatory submissions and audits.

4. Client and Vendor Relations:

• Schedule and coordinate meetings for the VP with clients and vendors. Address inquiries and ensure smooth communication.
• Oversee the scheduling routine maintenance, inspections, and emergency services for fire alarm systems.
• Gather and address client feedback, ensuring high levels of customer satisfaction.

5. Reporting and Analysis:

• Gather data on project performance, client feedback, and regulatory compliance.
• Prepare and present regular reports to the VP on project statuses, compliance issues, and other relevant metrics.

6. Miscellaneous Tasks:

• Assist with special projects and initiatives as required by the VP.
• Perform other duties as assigned.
  

Qualifications:

• High school diploma or equivalent; additional education or relevant certifications are a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Professional demeanor and excellent interpersonal skills.
• Familiarity with basic office equipment and technology.
• Reliable and adaptable, with the ability to work independently and as part of a team.

Additional Requirements:

• Background Check
• Driver's License MVR
• Drug Testing

At our company, we take pride in fostering a supportive, empowering, and team-oriented environment. We challenge and appreciate our employees, offering opportunities for personal and professional growth. Our Associates are here for the long run—because we value and invest in them. We support charitable causes, conduct team-building exercises, and are committed to excellence in the fire protection industry.

Growth Opportunities and Benefits:

We take pride in fostering a supportive, team-oriented environment where Associates are empowered to grow and succeed. We offer:

• Competitive salary with a comprehensive benefits package.
• 401k with company match.
• Paid training, and vacation time.
• Flexible scheduling options.
• Career advancement opportunities with industry-specific training.
• Support for continuing education and professional development.
• A company culture that values teamwork, innovation, and commitment to excellence.

Join Our Winning Team Today!

Are you an experienced Executive Assistant, and are looking for an exciting new challenge? We want to hear from you! Join our team and be part of a company committed to excellence in Fire, Life, and Safety. Apply today!