Executive Administrative Assistant

Overview

Danis has been building more than projects for generations. We’ve built lasting relationships, strong teams, and a culture centered around doing great work and doing right by people. We take pride in where we’ve been, but we’re equally focused on where we’re going and the people who will help us get there.

We’re looking for an experienced Executive Administrative Assistant to join our team onsite at our Miamisburg, Ohio office. This role is ideal for someone who thrives on keeping things organized, anticipating what’s needed, and making life a little easier for the people around them.

Responsibilities

Executive Support

• Manage complex calendars, meeting schedules, and correspondence for executive leadership, including the CEO, President, Vice Presidents, and Legal team.
• Coordinate domestic travel arrangements and prepare detailed itineraries as needed.
• Screen calls, manage communications, and facilitate timely follow-up on action items.
• Prepare, organize, and distribute executive materials, reports, and presentations.

Meeting & Event Coordination

• Lead logistics and coordination for executive leadership meetings, Shareholder meetings, Board of Directors meetings, and other company-wide events.
• Manage scheduling, venue selection, vendor coordination, meeting setup, materials preparation, and post-meeting follow-up.
• Support both onsite and offsite meetings, including setup and breakdown activities when required.

Administrative & Operational Support

• Order and maintain office supplies and executive office resources.
• Manage company promotional inventory and related ordering activities.
• Process and reconcile executive credit card statements and related documentation.
• Assist with special projects, reports, and miscellaneous administrative tasks across the organization.
• Provide backup support for office administration functions, including AIA Contract Documents and other business systems and processes as needed.

Communication & Document Support

• Assist with proposal development as a backup editor and proofreader.
• Support document preparation, formatting, and distribution.
• Maintain accurate records and files in accordance with company standards.

Professionalism & Confidentiality

• Maintain the highest level of discretion and confidentiality when handling sensitive business, financial, legal, and personnel information.
• Represent the company professionally in interactions with employees, clients, vendors, business partners, and the public.
• Participate in ongoing training and professional development activities.
• Perform other duties as assigned.

Qualifications

Required Skills & Competencies

• Exceptional organizational, time management, and prioritization skills.
• Strong written and verbal communication abilities.
• Proven ability to manage multiple priorities and adapt to changing business needs.
• High level of professionalism, judgment, and discretion.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while collaborating effectively with others.

Technical Skills

• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience learning and utilizing business software applications and administrative systems.
• Working knowledge of Adobe Acrobat Pro and related document management tools.
• Experience with graphic design and layout software such as Adobe InDesign, Photoshop, or Illustrator is preferred.

Education & Experience

• Associate degree in Business Administration or a related field preferred; equivalent combination of education and experience will be considered.
• Three or more years of executive-level administrative support experience preferred.
• Experience within construction, engineering, architecture, professional services, or a related industry is a plus.

Working Conditions

This position is primarily based in an office environment and requires extended periods of computer and desk work. The role involves frequent interaction with executives, employees, clients, consultants, and business partners. Occasional travel may be required. Limited visits to construction project sites may occur, where exposure to varying weather conditions and active construction environments is possible.

EEO Statement

Danis is an Equal Opportunity Employer. Danis does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law.  All employment is decided on the basis of qualifications, merit, and business need.

NO AGENCY CALLS OR SUBMISSIONSDanis does not accept unsolicited resumes from recruitment agencies. Any resumes submitted without a signed agreement will be considered the property of Danis, and no fees will be paid.

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