Atlantic Pipe Services

Executive Assistant

Sanford, FL

full time

On-site

Utilities

About This Job

Summary: The Corporate Executive Assistant plays a critical role in supporting the Executive and Corporate Management Team by managing key administrative functions, maintaining corporate records, and facilitating smooth office operations. This position is central to maintaining operational efficiency, enhancing internal communications, and promoting a positive work culture.

Essential Functions: An individual must be able to successfully perform the essential functions of this position with or without a reasonable accommodation.

Administrative and Office Support

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Maintain and update the Accounts Receivable (AR) Customer Database.

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Organize and manage the company’s Certificates of Insurance, ensuring all documentation is current.

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Prepare and Draft Notices to Owner (NTOs) in compliance with project requirements.

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Sign and process releases in alignment with corporate protocols.

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Provide general support in managing customer accounts and interactions.

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Assist in the preparation of regular reports and documentation for various departments.

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Handle all aspects of mail and package coordination, including shipping and receiving, with a focus on accounting-related materials (e.g., checks).

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Maintain the company’s administrative filing system, ensuring files are organized, accessible, and secure.

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Maintain the company license updates and renewal notices.

Executive and Corporate Support

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Provide administrative support to the Executive and Corporate Management Team, including:

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Scheduling meetings and calls

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Calendar management for the corporate conference room

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Coordination of Board and Staff meetings, including materials preparation

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Maintain and update the company directory to ensure accurate contact information across departments.

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Create, edit, and distribute the monthly company newsletter, ensuring company-wide engagement and communication.

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Arrange business travel for leadership, including booking flights, accommodations, and transportation.

Human Resources Support

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Greet and assist job candidates, including reviewing applications and coordinating interviews.

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Assist in running MVR (Motor Vehicle Record) reports and other pre-employment screenings.

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Partner with HR in promoting employee engagement through staff activities and events focused on creating a positive work environment.

Reception and Visitor Management

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Welcome visitors, verify appointments, and escort guests to their destinations.

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Serve as the first point of contact for external guests, providing a professional and friendly experience.

Culture & Performance Support

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Promote and support a performance-based culture that prioritizes continuous improvement and aligns with the company’s mission and objectives.

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Drive initiatives related to employee engagement, training, and development in safety, quality, and productivity.

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Champion safety and quality standards, ensuring adherence to all policies and specifications.

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Foster a work environment based on open, honest dialogue, encouraging team member input and collaboration.

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Support and reinforce a culture of high performance and accountability, particularly in safety and business operations.

Required Skills & Experience

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Bachelor’s Degree in Accounting or Business preferred; however, an equivalent combination of education and experience will be considered. (A High School Diploma or GED is the minimum requirement.)

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3-5 years of relevant work experience in administrative support, customer account management, or a related field providing the requisite knowledge, skills, and abilities.

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Prior experience supporting construction and field employee groups, demonstrating strong problem-solving capabilities, critical thinking, and a self-starter mentality.

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Commitment to maintaining an “open door” policy and engaging in regular communication with all field employees.

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Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and customer database management.

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Excellent written and verbal communication skills, with the ability to produce high-quality documents, reports, and correspondence.

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Experience working in an entrepreneurial or fast-paced environment, requiring the ability to manage multiple tasks and priorities effectively.

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Prior experience handling certificates of insurance, AR systems, and document control is preferred.

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Ability to handle confidential information with integrity and discretion.

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Strong interpersonal skills with a collaborative and customer service-oriented approach.

Key Competencies

· Discretion and Judgment: Exercises sound judgment when managing confidential matters. Understands which information is privileged and responds appropriately to information requests.

· Compliance: Adheres strictly to company policies, data privacy laws (such as HIPAA, or other relevant regulations), and confidentiality agreements. Reports breaches or concerns immediately through appropriate channels.

· Professional Conduct: Maintains confidentiality even outside of the workplace or after employment ends. Avoids discussing sensitive matters with unauthorized individuals, regardless of intent.

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Leadership and Integrity: High ethical standards, strong values, integrity, and a drive to deliver results.

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Team Collaboration: Ability to build effective teams and foster positive working relationships across all levels of the organization.

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Decision Quality: Sound judgment and decision-making ability, even under pressure.

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Action-Oriented: Demonstrates initiative and the ability to work independently without close supervision.

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Attention to Detail: Ensures accuracy in document management, reporting, and administrative tasks.

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Problem-Solving & Critical Thinking: Proactively addresses challenges and provides innovative solutions.

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Interpersonal Skills: Exceptional communication, listening, and relationship-building abilities, especially with field employees and leadership.

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Organizational Agility: Ability to function effectively in a dynamic, fast-paced, and entrepreneurial environment.

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Employee Engagement: Commitment to fostering a positive, inclusive, and high-performing workplace culture.

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Customer Service Orientation: Maintains a helpful and solution-oriented approach in all interactions.

Job Type: Full-time

Benefits:

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401(k)

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401(k) matching

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Dental insurance

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Employee assistance program

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Health insurance

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Health savings account

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Life insurance

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Paid time off

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Referral program

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Retirement plan

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Vision insurance

Schedule:

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8 hour shift

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Day shift

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Monday to Friday

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No nights

Work Location: In person

Executive Assistant

About This Job

Administrative and Office Support

Executive and Corporate Support

Human Resources Support

Reception and Visitor Management

Culture & Performance Support

Required Skills & Experience

Key Competencies

Job Type: Full-time

Benefits:

Schedule:

Work Location: In person

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