Senior Executive Assistant

Who We Are

Vanguard is a dynamic, growth-oriented electrical contractor with deep roots in New York City since 2007. We specialize in low voltage temperature controls and Building Management Systems (BMS), delivering smart, efficient solutions for commercial and industrial clients while focusing exclusively on intelligent building automation rather than traditional high-voltage electrical work.

Following a strategic pivot during COVID, Vanguard expanded into Texas and has grown to more than 250 employees serving clients across New York City, Westchester County, Dallas-Fort Worth, Austin, San Antonio, and surrounding markets.

As we continue to grow, we remain committed to building an exceptional culture where people are empowered to make an impact, solve problems, and contribute to something bigger than themselves. We believe operational excellence starts with great people, and we're looking for individuals who thrive in a fast-paced, collaborative environment.

About the Role

The Senior Executive Assistant serves as the leader of Vanguard's Executive Office, ensuring executive support is delivered with consistency, excellence, and professionalism. This role oversees the Executive Assistant team and Front Desk operations while providing high-level executive support and ensuring the Executive Office functions efficiently as the company continues to grow.

Key Responsibilities

Executive Office Leadership

• Lead, coach, mentor, and develop the Executive Assistant team and Front Desk / Office Administrator.
• Conduct onboarding, training, regular one-on-ones, and performance evaluations.
• Assign work, balance workloads, and establish priorities across the Executive Office.
• Review work for quality, accuracy, and consistency before it reaches executive leadership.
• Foster a collaborative, service-focused culture centered on accountability and operational excellence.

Executive Support

• Partner directly with executive leadership to manage calendars, communications, travel, meetings, and confidential business matters.
• Coordinate executive priorities while anticipating needs and resolving conflicts before they arise.
• Prepare executive briefings, reports, presentations, and meeting materials.

Executive Office Operations

• Develop, document, and continuously improve Executive Office processes and Standard Operating Procedures (SOPs).
• Oversee executive calendars, travel coordination, expense reporting, meeting logistics, and administrative workflows.
• Ensure executive documentation, contracts, and confidential records are properly maintained.

Team & Cross-Functional Coordination

• Collaborate with HR, Operations, Accounting, Marketing, and department leaders to support executive initiatives.
• Coordinate household vendors and external service providers in support of executive leadership.
• Ensure consistent communication between executive leadership and internal stakeholders.

Strategic Projects

• Lead administrative and operational projects assigned by executive leadership.
• Identify opportunities to improve Executive Office efficiency through automation, process improvements, and best practices.
• Support company initiatives requiring executive coordination.

Qualifications

• 7+ years supporting C-level executives.
• 2+ years leading administrative professionals or Executive Assistants.
• Strong leadership, coaching, and people management skills.
• Exceptional organizational abilities.
• Advanced Microsoft Office proficiency.
• Experience with executive budgeting, travel, project management, and confidential communications.

Compensation & Benefits

Base Salary: $105,000–$130,000 annually, commensurate with experience, qualifications, and demonstrated success.

Bonus: Performance-based bonus tied to individual and company performance.

Benefits Include:

• Comprehensive Medical, Dental & Vision Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Professional Development Opportunities
• Career Advancement within a rapidly growing organization

Why Join Us?

Growth Opportunities: Lead and grow Vanguard's Executive Office while working directly with executive leadership, with clear opportunity for continued advancement as the company scales.

Collaborative Culture: Join a team that values accountability, service, and operational excellence, where your leadership shapes how the Executive Office supports the entire organization.

Meaningful Work: Your leadership will directly strengthen executive effectiveness and organizational efficiency at one of the fastest-growing building automation companies in the country.

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Vanguard Maintenance and Electrical, Inc. reserves the right to modify this description at any time