About this opportunity
Smith Pump Company, Inc. lists this Executive Assistant To CEO opportunity in waco, Texas. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Executive AssistantThis is not a calendar and travel job. The title says Executive Assistant because the position reports directly to our President and carries his authority when it asks Sales and Project Management for what it needs. What the job actually does is own the paperwork, records, and deadlines of the pre-sale process: bid packages, bid bonds, payment and performance bonds, certificates of insurance, and executed contracts. If a bid closes at 2:00 and the bond is not in hand at 1:45, we lose the project. That is the job. We are looking for someone who has worked to deadlines that carry consequence and who is comfortable reading a set of instructions to bidders and working out exactly which documents a complete submittal requires. If your background is executive support, meaning managing calendars, screening email, booking executive travel, and preparing meeting materials, this position does none of that, and that experience on its own will not qualify you here.WHAT YOU'LL OWNBid Administration - The bid calendar, across Outlook and our ERP system, so that no bid deadline is missedRequesting bidding requirements from the awarding agency, interpreting them, and identifying every document a complete submittal requiresPreparing bid forms and legal bid documents so the Project Manager has a complete package to proposeRequesting bid bonds, processing and tracking payment and performance bonds, and passing bond costs to the Project ManagerSecuring and tracking certificates of insurance required by the bid or contractKeeping the project record complete through contract executionContract Administration - Assembling executed sales contracts, routing them for signature, distributing executed copies, and retaining the contract recordTracking contract documentation obligations and deadlines, and telling the Project Manager what is outstandingSales Data and Reporting - Supporting our Sales Engineers in maintaining leads and contacts in the ERP systemTaking in quote requests from Sales, entering them, verifying the information is complete, and handing complete requests to Project ManagementPulling and distributing recurring sales reports on a set scheduleEvents and Sales Support - Coordinating trade shows and conferences from registration through booth logisticsCoordinating TWUA short schools, Lunch and Learns, and engineering presentations, including CEU and PDH certificatesMaintaining literature, samples, demonstration equipment, and trade show assetsCoordinating with vendors for literature, co-op funds, and factory trainingWHAT WE'RE LOOKING FORRequired - High school diploma or GED, with three to five years of experience in bid administration, contract administration, surety or insurance documentation, or purchasing administration. General office or executive support experience alone does not meet this requirement.Demonstrated ability to work to externally imposed deadlinesAbility to read, interpret, and act on bid solicitations, instructions to bidders, surety forms, insurance certificates, and contract documentsAbility to write clear business correspondence to agencies, sureties, and vendorsProficiency in an ERP system for daily record keeping and reporting, plus Microsoft Excel and OutlookDiscretion and confidentiality with sensitive company informationPreferred - Associate's degree or higherExperience with municipal or other public works biddingExperience with payment and performance bonds and certificates of insuranceExperience coordinating trade shows or professional education eventsWHY THIS JOB IS WORTH HAVINGYou report to the President. The scope is defined and the measures of success are plain: no missed bid deadlines, complete packages in the Project Manager's hands ahead of submittal, bonds and insurance certificates in hand when required, reports issued on schedule without rework. Our values are the standard we hold ourselves to. Do The Right Thing: we do what is right, even when it is not the easiest, for our customers, our company, and our peers. Drive The Bus: we take ownership and lead by example. Learn and Teach: we continually improve our craft and share what we know.ABOUT SMITH PUMP COMPANYSmith Pump Company is a family owned company that serves municipal water, wastewater, and stormwater customers across Texas and Oklahoma as a pump distributor, manufacturer, and service provider.
Worksite address
waco, TX, 76710, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.