Abrar Admin

NOOR CONSTRUCTION

Overview The Executive Assistant provides high-level administrative support to senior leadership, serving as a trusted partner in managing complex schedules, communications, and business operations. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs while managing competing priorities in a fast-paced construction environment.Core ResponsibilitiesCalendar &amp; Schedule Management<ul><li>Manage complex executive calendar with multiple competing priorities and time-sensitive commitments</li><li>Coordinate meetings across multiple time zones, ensuring optimal scheduling and preparation</li><li>Anticipate scheduling conflicts and proactively resolve them before they become issues</li><li>Prioritize meeting requests based on business importance and executive availability</li><li>Prepare detailed daily schedules with meeting materials, locations, and relevant background information</li><li>Schedule and coordinate internal leadership meetings, project reviews, and strategic planning sessions</li><li>Manage changes to schedules efficiently, communicating updates to all affected parties</li></ul>Communication &amp; Correspondence<ul><li>Serve as primary point of contact and gatekeeper for executive communications</li><li>Screen and prioritize incoming emails, calls, and requests, responding independently when appropriate</li><li>Draft, edit, and proofread correspondence, presentations, and reports on behalf of executives</li><li>Prepare executive communications including announcements, memos, and client correspondence</li><li>Handle sensitive and confidential information with absolute discretion and professionalism</li><li>Coordinate communication flow between executives and internal teams, clients, and external partners</li><li>Monitor and manage executive inbox, flagging urgent matters and following up on outstanding items</li></ul>Meeting Coordination &amp; Support<ul><li>Organize and coordinate leadership meetings, town halls, board meetings, and client presentations</li><li>Prepare comprehensive meeting agendas with supporting materials and background information</li><li>Arrange meeting logistics including room reservations, catering, technology setup, and materials</li><li>Take detailed meeting notes and distribute action items with clear ownership and deadlines</li><li>Follow up on action items to ensure completion and accountability</li><li>Coordinate virtual meetings using platforms such as Zoom, Teams, or Google Meet</li><li>Manage meeting follow-up including scheduling next steps and tracking deliverables</li></ul>Travel Coordination<ul><li>Arrange complex domestic and international travel itineraries including flights, hotels, and ground transportation</li><li>Prepare detailed travel packets with confirmations, agendas, contact information, and relevant documents</li><li>Anticipate travel needs and preferences, optimizing routes and schedules for efficiency</li><li>Handle travel changes and disruptions quickly and effectively</li><li>Process travel expense reports and ensure compliance with company policies</li><li>Coordinate travel for multiple executives and team members when needed</li><li>Maintain preferred vendor relationships for travel services</li></ul>Project &amp; Event Management<ul><li>Coordinate company events including client meetings, team gatherings, holiday parties, and recognition events</li><li>Manage special projects on behalf of executives, coordinating cross-functional teams and tracking progress</li><li>Plan and execute client entertainment including dinners, outings, and hospitality events</li><li>Coordinate office moves, renovations, or space planning initiatives</li><li>Support recruitment efforts by scheduling interviews and coordinating candidate communications</li><li>Organize quarterly leadership offsites and strategic planning retreats</li><li>Manage logistics for company-wide meetings and announcements</li></ul>Document &amp; File Management<ul><li>Maintain organized filing systems for executive documents, contracts, and correspondence</li><li>Create and manage digital file structures ensuring easy retrieval and appropriate access controls</li><li>Prepare presentation materials, reports, and spreadsheets as needed</li><li>Process and track contract signatures, approvals, and important business documents</li><li>Maintain confidential personnel files and sensitive business records</li><li>Archive completed projects and maintain corporate records according to retention policies</li><li>Ensure version control and document accuracy across all materials</li></ul>Administrative Operations<ul><li>Process expense reports and ensure timely submission and reimbursement</li><li>Manage office supplies, equipment, and vendor relationships</li><li>Coordinate with IT for technology needs and troubleshooting</li><li>Handle purchase orders and invoice processing within delegated authority</li><li>Maintain executive contact databases and distribution lists</li><li>Order business cards, name badges, and other administrative materials</li><li>Support onboarding of new team members with workspace setup and orientation coordination</li></ul>Stakeholder Relationship Management<ul><li>Build and maintain positive relationships with clients, partners, board members, and key stakeholders</li><li>Serve as a professional representative of the executive and company in all interactions</li><li>Coordinate client visits including itineraries, facility tours, and meeting arrangements</li><li>Manage executive membership in professional organizations and industry associations</li><li>Coordinate executive participation in conferences, speaking engagements, and industry events</li><li>Handle gift coordination for clients, employees, and business partners</li><li>Maintain relationships with external vendors and service providers</li></ul>Business Support<ul><li>Prepare presentation materials for client meetings, board presentations, and internal reviews</li><li>Conduct research and compile data for executive decision-making</li><li>Track and monitor key business metrics and deadlines on behalf of leadership</li><li>Coordinate with finance team on budget tracking and reporting needs</li><li>Support contract administration and procurement processes as needed</li><li>Assist with proposal preparation and business development activities</li><li>Maintain org charts, contact lists, and company directories</li></ul>Required QualificationsEducation &amp; Experience<ul><li>Associate's or Bachelor's degree preferred, or equivalent combination of education and experience</li><li>Minimum 3 years of experience as an Executive Assistant or in a senior administrative role</li><li>Experience supporting C-level executives in a fast-paced business environment</li><li>Construction industry experience strongly preferred but not required</li><li>Proven ability to handle multiple executives or complex, demanding roles</li></ul>Technical Skills<ul><li>Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)</li><li>Experience with calendar management systems and scheduling tools</li><li>Comfortable with video conferencing platforms (Zoom, Teams, Google Meet)</li><li>Ability to learn new software and systems quickly</li><li>Strong document formatting and presentation design skills</li><li>Experience with expense management and travel booking systems</li><li>Familiarity with file sharing platforms (SharePoint, Google Drive, Dropbox)</li><li>Graphic design and creative software skills (Adobe Creative Suite, Canva, etc.) a plus</li></ul>Professional Competencies<ul><li>Exceptional organizational skills with meticulous attention to detail</li><li>Outstanding written and verbal communication abilities</li><li>Strong problem-solving skills and sound judgment</li><li>Ability to prioritize effectively and manage competing demands</li><li>High level of professionalism and executive presence</li><li>Proactive mindset with ability to anticipate needs before being asked</li><li>Discretion and ability to handle confidential information appropriately</li><li>Flexibility and adaptability in a dynamic environment</li></ul>Personal Attributes<ul><li>Professional demeanor with polished communication style</li><li>Calm under pressure and composed during challenging situations</li><li>Positive attitude and collaborative team player</li><li>High emotional intelligence and interpersonal skills</li><li>Self-motivated and able to work independently with minimal supervision</li><li>Detail-oriented with commitment to accuracy and quality</li><li>Resourceful problem-solver who finds solutions rather than just identifying issues</li><li>Trustworthy and reliable with unquestionable integrity</li></ul>Physical Requirements &amp; Work Environment<ul><li>Primarily office-based with occasional on-site visits to project locations</li><li>Ability to sit for extended periods while working at a computer</li><li>Occasional early mornings, late evenings, or weekend work to support executive needs</li><li>Flexibility to adjust schedule based on executive travel and meeting demands</li><li>Valid driver's license for occasional errands or meeting attendance</li><li>Ability to lift up to 25 pounds for office supplies or event materials</li></ul>Compensation &amp; BenefitsFinancial Package<ul><li>Competitive base salary commensurate with experience</li><li>Discretionary annual performance bonus</li><li>Comprehensive benefits package</li></ul>Benefits<ul><li>Health and dental insurance</li><li>401(k) retirement plan with company match</li><li>Paid time off including vacation, sick leave, and holidays</li><li>Life insurance and disability coverage</li></ul>Pay: $55,544.56 - $66,892.38 per yearWork Location: In person

Executive Assistant

Join NOOR CONSTRUCTION and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

NOOR CONSTRUCTION

About Company

Executive Assistant