Executive Administrative Assistant

Job Title: Executive Administrative Assistant
Department: Administration or Human Resources
Reports To: President
Type: Full-Time
FLSA Status: Non-Exempt
Hours: 40+ hours per week

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About VHV Company

VHV is a full-service mechanical construction contractor specializing in high-quality plumbing, piping, and HVAC systems for commercial, industrial, and institutional clients across Vermont and New Hampshire. Headquartered in Winooski, VT, we’ve been building trusted relationships and delivering innovative solutions for over 75 years.

At VHV, you’re not just an employee—you’re an owner. As a 100% employee-owned company, we value teamwork, integrity, safety, continuous improvement, and treating each other with respect. Join a team committed to excellence, collaboration, and growth.

Our Core Values:

• Know & Do What’s Right
• Committed to Improvement
• Team Focus

Our Core Focus:

Hire, Promote, Reward, Repeat

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Position Summary

The Executive Administrative Assistant is a key support role responsible for driving efficiency and alignment across the Leadership Team. This person will assist the President in managing priorities, organizing internal and external communications, and helping execute company initiatives. This seat will coordinate projects, support internal marketing and events, and ensure smooth administrative operations in alignment with our EOS (Entrepreneurial Operating System) structure.

The right candidate will “Get It, Want It, and have the Capacity to do it” (GWC) and embody our Core Values in everything they do.

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Key Responsibilities

LMA – Lead, Manage, and hold Accountable

• Own and drive completion of key administrative projects for the President
• Anticipate needs and proactively manage schedules, communications, and materials
• Support Leadership Team with execution of quarterly Rocks and preparation for L10 meetings

Internal Marketing & Culture

• Lead internal social media and employee recognition initiatives
• Assist with planning and execution of company events, quarterly meetings, and Board of Director meetings
• Help maintain the Weekly News bulletin and assist with publishing the quarterly company newsletter

Administrative & Operational Support

• Coordinate travel and logistics for company conferences and external meetings
• Provide administrative assistance to departments as needed (HR, IT, Ops, Service, Sales, Marketing, etc.)
• Support recruitment and onboarding efforts, including job postings, candidate tracking, and interview coordination
• Maintain accurate distribution lists and team calendars in coordination with IT

Marketing & Communications Support

• Collaborate with the Sales and HR teams on social media presence and campaigns
• Assist with customer visits and internal branding efforts using tools like Canva and HubSpot

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Qualifications & Competencies

• 3+ years of experience in an administrative or executive assistant role
• Strong organizational, time management, and follow-through skills
• Proficient in Microsoft Office Suite, Teams, and Canva
• Working knowledge of social media platforms for business use
• Experience with EOS or willingness to learn and operate within the EOS framework
• High level of discretion and professionalism; able to handle confidential information
• Positive, proactive, and dependable team player who thrives in a fast-paced environment
• Must have access to a vehicle and be able to travel locally when needed

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Software & Technical Knowledge

• Microsoft Office (Outlook, Excel, Word)
• Microsoft Teams
• Canva
• HubSpot
• Ninety.io (EOS platform)

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How We Work: EOS + Continuous Improvement

VHV operates on the Entrepreneurial Operating System (EOS), with a focus on:

• Vision
• People
• Data
• Process
• Issues
• Traction

This framework helps our team stay aligned, accountable, and continuously improving.

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Career Growth

Opportunities for advancement exist for high-performing team members. We live our core value of being Committed to Improvement, offering access to education, training, and cross-functional growth. At VHV, we don’t just fill roles—we grow careers.

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Physical Requirements & Work Environment

• Office-based position with frequent computer use (67–100% of the day).
• Ability to sit, stand, walk, use hands/fingers for extended periods.
• Must lift and carry up to 25 lbs occasionally (files, supplies).
• Occasional travel or site visits may be required.
• Clear verbal communication and accurate data entry required.

Disclaimer: This job description outlines the general nature of the role and may not include all tasks or responsibilities. Team members may be asked to perform duties outside of their primary responsibilities as needed.