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Executive Assistant

Paul Davis of Mid-Atlantic

Executive Assistant

Lancaster, PA
Full Time
Paid
  • Responsibilities

    Position Summary

    Paul Davis Restoration, Inc. is a national franchise organization that provides property damage emergency services, restoration and reconstruction services for residential and commercial properties due to water, fire, mold, storm and other disasters. The Paul Davis Network is made up of more than 350 franchises and Company Owned Operations across the US and Canada. Since 1966, we have helped more than 2 million property owners restore their properties and lives. Paul Davis Restoration, Inc. is owned by First Service Corporation, a global leader in the rapidly growing real estate services sector. [More information about Paul Davis can be found at www.PaulDavis.com]

    The Executive Assistant will be working directly with the General Manager, Department Managers, and PDO Human Resources Generalist. The Executive Assistant will provide high-level administrative support to Company Executives and PDO Legal and Compliance Department by handling information requests and performing clerical and administrative functions.

    Essential Duties/Responsibilities

    Answer and screen incoming calls.

    Assist with intake for mitigation and reconstruction departments

    Administration for 3rd party insurance companies

    Completion of insurance program renewal forms

    Mail letters and communications

    Management of executive calendars

    Creation of memos for executive management

    Completion of Department meeting minutes

    Coordinate meeting and event arrangements

    Coordinate travel arrangements

    Assist Human Resources Department with administration functions

    Complete New Hire Orientations

    Complete New Hire Packets with new employees

    Communicate employee relation questions to PDO Human Resources Generalist

    Assist the PDO Corporate Recruiter with the scheduling of interviews for General Managers and Department Managers.

    Maintain employee personnel files, medical files, and i9 files

    Maintain company cell phones, program company cell phones

    Maintain and program building key cards

    Liaison for company uniform company

    Order business cards for all departments

    Report vehicle accidents to insurance company

    Maintain vehicle files

    Complete weekly social media posts

    Update and maintain company website

    Input lead generation into our main marketing site, PD Connect

    Complete documentation for press releases

    Assist in planning and execution of marketing events

    Attend and promote the company during marketing events

    Competency – Knowledge, Skills and Abilities:

    Knowledge of Microsoft Office applications (Outlook, Word, Excel)

    Customer Service Skills

    Communication skills

    Typing skills

    Administration skills

    Ability to learn and operate our primary operating systems: RMS, Xactimate, TSheets, PDConnect, Contractor Connection, ADP, SharePoint, and One Drive

    Ability to create documents

    Ability to answer and communicate with customers over the phone

    Ability to work office equipment (fax, scanner, printer, phone system, computers)

    Ability to work independently

    Stress Management and Composure

    Maintain a level of confidentiality

    Required Education and Experience

    High School Diploma or GED required

    Vocational courses, college courses or certification(s) in office administration or office management preferred

    Three plus years’ experience in an Administrative position