Personal Assistant to the President & Founder

Personal Assistant to the President & Founder

Company: Cavins Group (Emergency Response Environmental Specialists)
Location: Norman, OK

The Personal Assistant provides direct, high-level administrative, scheduling, and project-based support to the President & Founder. This role requires a proactive, highly organized, and discrete professional capable of managing both the personal and professional demands of a Certified Building Science & Environmental Forensics Specialist leading a multi-state emergency response and environmental services firm.

Core Responsibilities

1. Executive and Administrative Support

· Manage a complex and dynamic calendar, including scheduling internal and external meetings, site visits, and appointments, and proactively resolving scheduling conflicts.

· Prepare and manage professional correspondence, including drafting, reviewing, and sending communications on behalf of the President.

· Organize and maintain electronic files, documents, and company credentials (e.g., certifications, contracts like the State of Oklahoma OMES MA-0412/MA-0413).

· Manage and process expense reports, invoices, and necessary office administration tasks.

2. Financial and Business Coordination

· Assist with coordination of high-level financial matters, including scheduling and tracking meetings with investment advisors and financial institutions.

· Assist the CFO with administrative tasks related to the corporate entity, such as tracking necessary state registrations for Cavins Properties and follow-up on internal financial inquiries.

3. Operational and Project Support

· Assist in the administrative setup and management of active projects, particularly complex commercial losses, ensuring timely completion of critical reports (e.g., daily fire reports in systems like Encircle) [previous context].

· Coordinate internal team administration, including tracking technician training and registration for specialized courses (e.g., Fentanyl Remediation Response Course, Train-the-Trainer programs).

· Manage logistics related to job site needs, such as tracking and coordinating the delivery and readiness of specialized equipment and IT assets (e.g., laptops) [previous context].

4. External Relations and Outreach

· Facilitate business development efforts by coordinating introductions and scheduling meetings for new Business Development Managers with key community and industry partners.

· Liaise with external partners, government agencies (e.g., City of Norman contacts), clients, and adjusters to ensure smooth communication and information flow.

Qualifications

· Proven experience as an Executive Assistant, Personal Assistant, or high-level Administrator.

· Exceptional organizational, time management, and attention-to-detail skills.

· Discretion and ability to handle confidential financial and operational information with integrity.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

· Experience with or ability to quickly learn industry-specific software (e.g., Encircle) and tracking systems.

· Familiarity with the environmental remediation, disaster response, or construction industry is a significant asset.

Pay $18 to $25 with health and retirement benefits.

Job Type: Full-time

Pay: $18.00 - $25.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person