Assistant to the VP of Construction

Position Overview

The Assistant to the VP of Construction plays a critical role in supporting the operational, administrative, and communication needs of the Construction Department within a luxury homebuilding company. This position ensures the VP of Construction is organized, informed, and able to focus on high‑level strategic and field‑related responsibilities. The ideal candidate is highly organized, tech‑savvy, proactive, and comfortable working in a fast‑paced environment with multiple priorities.

Key Responsibilities

• Administrative Support
• Manage the VP’s calendar, schedule meetings, coordinate appointments, and organize travel arrangements.
• Prepare, edit, and distribute correspondence, reports, presentations, and meeting materials.
• Maintain organized digital and physical filing systems for construction documents, contracts, and project records.
• Handle incoming communications, including email triage, phone calls, and internal requests.
• Meeting & Documentation Management
• Attend meetings with or on behalf of the VP of Construction to take detailed, accurate notes.
• Track action items, deadlines, and follow‑ups to ensure timely completion.
• Prepare agendas, compile project updates, and assist with meeting coordination across departments.
• Technology & Systems
• Utilize construction management software, project management tools, and Microsoft Office Suite at an advanced level.
• Assist with data entry, reporting, and dashboard creation for project tracking and performance metrics.
• Support the VP in adopting and optimizing digital tools to improve workflow efficiency.
• Construction Department Support
• Collaborate with project managers, superintendents, and trade partners to gather information and relay updates.
• Review basic construction documents, drawings, and schedules to support administrative tasks.
• Help maintain project documentation, permitting records, and compliance files.
• Operational Coordination
• Assist with vendor onboarding, contract routing, and invoice processing.
• Coordinate internal and external communications on behalf of the VP.
• Support special projects, process improvements, and department initiatives as assigned.

Qualifications

• 3+ years of administrative or executive assistant experience; construction or real estate industry experience preferred.
• Strong proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint) and comfort with construction/project management software.
• Ability to take clear, comprehensive notes and synthesize information quickly.
• Familiarity with construction terminology, workflows, and documentation (luxury homebuilding experience is a plus).
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Self‑starter with strong problem‑solving abilities and a proactive mindset.

Why This Role Matters

This position is the backbone of the Construction Department’s leadership operations. By keeping the VP of Construction organized, informed, and supported, the Executive Assistant helps ensure projects run smoothly, communication flows effectively, and the company continues delivering exceptional luxury homes.

Pay: $19.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Construction administrative: 3 years (Preferred)
• Administrative: 3 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person