Executive Assistant to the CEO

A position at White Cap isn’t your ordinary job. You’ll work in an exciting and diverse environment, meet interesting people, and have a variety of career opportunities.

The White Cap family is committed to Building Trust on Every Job. We do this by being deeply knowledgeable, fully capable, and always dependable, and our associates are the driving force behind this commitment.

Job Summary

Responsible for directing the support of the Office of the CEO and potentially other executives, as well as managing the administrative services team. This role serves as a strategic partner to understand and anticipate the CEO’s needs and priorities, ensuring high-quality administrative and operational support across the organization. Additionally, the Executive Support Manager acts as a liaison between the White Cap Executive Team and third-party clients, including CD&R, Sterling Group, Pearl Meyer, Investor Groups, White Cap Preferred Supplier Partners, and C-Level Recruiting firms.

Major Tasks, Responsibilities and Key Accountabilities

• Leads and Cultivates Culture: Demonstrates consistent collaboration, accountability, trust, and execution. Maintains a comprehensive understanding of department policies and procedures to effectively execute duties and responsibilities.

• Prepares and Follows Up on Meetings: Reviews upcoming meetings to ensure the leader has the necessary information to maximize productivity. Ensures meeting materials are solicited and distributed in a timely manner to the appropriate stakeholders.

• Serves as Gatekeeper: Applies discretion and judgment to prioritize meetings and manage information flow to the CEO.

• Collaborates with Teams: Works with executive team members and the administrative support team to drive alignment and execution against priorities. Assists with managing special projects or initiatives, ensuring deadlines are met and progress is tracked.

• Supports Investor Relations: Facilitates positive investor relations through clear communication and assistance with meeting planning and execution.

• Manages Expenses: Approves expense reports, travel, real estate deals in PMWeb, and large purchase orders for the CEO’s direct reports. Manages reconciliation of corporate credit card expenses for self and executives, ensuring accuracy and timeliness of expense report submissions.

• Administers Confidential Information: Maintains highly confidential and specialized information, utilizing an in-depth understanding of organizational policies, procedures, and operations.

• Administers and maintains highly confidential and specialized information utilizing an in-depth understanding of organizational policies, procedures, and operations.

• Communicates Effectively: Engages with a variety of stakeholders, including management, coworkers, clients, vendors, contractors, and visitors. Manages self as an extension of the CEO and broader executive team. Screens and responds to incoming phone calls and correspondence, prioritizing messages.

• Coordinates Board of Directors Meetings: Manages the preparation and execution of Board of Directors meetings in partnership with General Counsel and CD&R. Ensures clear communications, effective time management, and timely delivery of meeting materials.

• Plans Events: Partners with the Events team to support event planning and execution.

• Collaborates Cross-Functionally: Partners effectively with cross-functional teams in planning large organization-wide projects or initiatives.

• Provides Cost Management: Supplies information on cost management and expense control to senior management for facilities projects, President’s Summit recognition event, executive leadership team meetings, private equity firms, and Board of Directors meetings.

• Organizes Travel: Plans and organizes travel, including flights, accommodations, itineraries, and transportation.

• Maintains Files and Records: Organizes and maintains files and records, ensuring accessibility and organization.

• Prepares Documents: Drafts, proofreads, and edits correspondence, reports, presentations, and other documents.

• Conducts Research and Reporting: Conducts research as requested and prepares reports, presentations, or documents for the CEO’s use.

Nature and Scope

• Solutions require analysis and investigation.

• Achieves planned results by decisions and actions based on professional methods, business principles, and practical experience. May recommend/make decisions regarding new programs/initiatives that have significant impact to the business and carry consequences in unsuccessful endeavors.

• Manages a larger team or multiple small teams through direction of subordinate management and/or supervisory staff.

Work Environment

• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.

• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. On rare occasions there may be a need to move or lift light articles.

• Typically requires overnight travel 5% to 20% of the time.

Education and Experience

• Typically requires BS/BA in a related discipline. Generally 7+ years of experience in a related field. May require certification. Advanced degree may offset less experience in some disciplines.

Preferred Qualifications

• 7+ years related clerical/administrative experience supporting executive level teams.

• Customer service experience.

• Experience with project management tools (e.g. Asana, Trello, Monday.com) is strongly preferred.

If you’re looking to play a role in building America, consider one of our open opportunities. We can’t wait to meet you.