Senior Executive Assistant to the President
Location: Dallas, TX (Hybrid)
Reports To: President, CEO & Founder
Employment Type: Full-Time
About VDC Specialists
VDC Specialists is a specialized electrical BIM/VDC firm partnering with electrical contractors on some of the most complex construction projects in North America, including data centers, hospitals, laboratories, airports, and stadiums. We currently serve clients across 27 states and Canada with a team of nearly 50 professionals across three offices.
We believe our competitive advantage isn't just our technical expertise, it's our people, our processes, and our ability to execute at a high level.
We're looking for someone who wants to help us continue raising that standard.
The Opportunity
This isn't a traditional Executive Assistant position.
We're looking for someone who enjoys taking ownership, solving problems, and creating order in a fast-moving business.
As the President's right hand, your job isn't simply to manage a calendar or book travel. Your job is to remove friction from the President's day so he can focus on leading the business, serving clients, developing employees, and driving growth.
You'll be trusted with confidential information, expected to exercise sound judgment, and empowered to make decisions within your scope of responsibility. If you're someone who waits for instructions before taking action, this likely isn't the right fit. If you're energized by anticipating needs, improving processes, and making an organization more efficient, you'll thrive here.
What You'll Own
Executive Operations
- Manage and protect the President's calendar, priorities, and schedule.
- Anticipate conflicts and solve them before they become problems.
- Prepare meeting agendas, briefing materials, presentations, and follow-up action items.
- Coordinate executive communications and determine which matters require executive involvement versus independent action.
- Handle confidential information with professionalism and discretion.
Business Operations
- Coordinate contracts, insurance documentation, invoices, vendor relationships, software renewals, and other operational processes.
- Assist with recruiting coordination, interview scheduling, onboarding logistics, and administrative HR functions.
- Maintain organized documentation, internal procedures, and company records.
- Support project coordination across departments to ensure administrative work never becomes a bottleneck.
Process Improvement
- Identify inefficiencies and recommend better ways of operating.
- Build and improve systems that reduce administrative burden.
- Standardize processes across multiple offices.
- Create organization where others see complexity.
Administrative Leadership
- Provide guidance and support to our Administrative Assistant in Lawrence, Kansas.
- Help ensure administrative consistency and communication across all VDC Specialists offices.
- Take ownership of projects that remove unnecessary work from executive leadership.
What Success Looks Like
Success in this role isn't measured by how many tasks you complete.
It's measured by your ability to create leverage for the President and the organization.
Successful candidates consistently:
- Anticipate needs before they're communicated.
- Solve problems instead of escalating them.
- Exercise sound judgment with minimal oversight.
- Communicate proactively.
- Follow through without reminders.
- Continuously improve the way work gets done.
- Earn trust through reliability, professionalism, and discretion.
Who Thrives Here
You may be a great fit if you:
- Naturally take ownership of your work.
- Enjoy creating structure and improving processes.
- Stay organized even when priorities shift.
- Can manage multiple projects without losing attention to detail.
- Communicate clearly and professionally.
- Are resourceful, dependable, and comfortable making decisions.
- Prefer being proactive rather than reactive.
This Role Probably Isn't for You If...
- You prefer detailed instructions before getting started.
- You enjoy repetitive administrative work more than solving new problems.
- You wait for direction rather than taking initiative.
- You're uncomfortable making judgment calls.
- You struggle to adapt when priorities change quickly.
Qualifications Required
- 5+ years supporting senior executives, business owners, or C-level leadership.
- Exceptional organizational and time management skills.
- Strong written and verbal communication.
- Proven ability to manage multiple priorities simultaneously.
- High level of professionalism and discretion with confidential information.
- Strong proficiency with Microsoft Office, Google Workspace, and the ability to quickly learn new technology.
Preferred
- Experience in construction, engineering, architecture, manufacturing, or another professional services environment.
- Experience coordinating recruiting, HR administration, procurement, or vendor management.
- Previous experience leading or coordinating administrative staff.
Work Environment
This position is based in our Dallas office.
While the role offers flexibility, we believe collaboration happens best through strong communication and in-person teamwork. Hybrid flexibility may be available based on business needs and will be discussed during the interview process.
Occasional travel to our Kansas offices may be required.
Benefits
- Competitive compensation
- Health insurance
- Retirement plan
- Paid vacation
- Paid holidays
- Opportunities to grow alongside a rapidly expanding company
Pay: $100,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
Work Location: Hybrid remote in Dallas, TX 75248
