EXECUTIVE ADMINISTRATOR

Description

Company Overview:

Diamond D Industries is the nation’s leading women-owned heavy construction specialist. Based in South Louisiana, DDI offers clearing, access, site preparation, logistics, and storm response services throughout North America.

We are a growing mid-sized construction company with active operations across multiple states.  Our team takes pride in delivering high-quality projects on time and on budget.  As we continue to scale, we are looking for a sharp, detail-oriented Executive Administrator to work directly with the CEO and help keep our operations running smoothly behind the scenes.

Executive Administrator:

The Executive Administrator will serve as the right hand to executive leadership, managing a wide range of administrative, financial tracking, and compliance-related responsibilities.  This role requires someone who is highly organized, proactive, discreet and comfortable juggling multiple priorities in a fast-paced construction environment. 

Given the nature of this position, the Executive Administrator will have access to highly sensitive financial, operational and personnel information.  Maintaining strict confidentiality and exercising sound judgement at all times is not optional -- it is a core requirement of this role.  

This position offers a competitive benefit package, including competitive salary commensurate with experience, health, dental and vision insurance, paid time off and company holidays, 401K with company match. This company offers a dynamic, fast-paced work environment with direct access to executive leadership and opportunities for professional growth within a rapidly expanding company.

Key Responsibilities:

• Handle confidential and sensitive documents with the upmost discretion.
• Expense and receipt management, organization, and reconciliation in preparation for year-end CPA review and tax filing.
• Property tax administration and tracking for all company-owned properties across multiple states.
• Calendar and meeting management, including scheduling and coordinating all Microsoft Teams meeting on behalf of the CEO.
• Travel coordination, including booking hotel accommodations and rental car reservations for the CEO and team members as needed.
• Random weekly compliance audits of the company credit card program and the company telematics program, with summary reporting to CEO.
• Direct coordination with the company/personal CPA to ensure all financial documentation is complete and delivered on schedule.
• Screen and direct phone calls and correspondence, prioritizing based on importance.
• General executive-level administrative support as needed to keep daily operations running efficiently.

Requirements

Required Skills and Qualifications:

• 4 plus years of experience as an Executive Administrator, Administrative Manager, or in a similar high-level support role.
• Strong proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word) and general comfort with technology.
• Proven experience managing expenses, financial records or book keeping functions.
• Exceptional organizational skills with meticulous attention to detail.
• Demonstrated ability to handle confidential and highly sensitive financial, operational and personnel information with absolute discretion.  This is a non-negotiable requirement.
• Strong written and verbal communication skills.
• Self-starter who can work independently with minimal supervision.
• Candidate must successfully complete a drug screening and background check prior to employment.

Preferred Skills:

• Experience in the construction industry or a multi-state operational environment.
• Familiarity with property tax processes across different jurisdictions.
• Experienced with fleet telematics platforms (e.g. Samsara, Verizon Connect, Geotab).
• Experience with corporate credit card management or expense platforms (e.g. Expensify, Brex, SAP Concur)
• Notary public certification is a plus.
• Finance background is a plus.

Confidentiality and Privacy:

This position demands the highest level of confidentiality and professional integrity.  The Executive Administrator will have direct access to sensitive financial records, executive communications, employee data, corporate credit card information, property and tax records, and propriety company operations.  Any breach of confidentiality is grounds for immediate termination.

The successful candidate will be required to sign a Non-disclosure Agreement (NDA) and a Confidentiality Agreement as a condition of employment.  Candidates should be prepared to undergo a thorough background check.  We take the privacy or our business, our clients and our employees seriously-and we expect the same from every member of our team.