Executive Administrative Assistant

Overview
We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team. This vital role provides comprehensive administrative support to senior leadership, ensuring smooth daily operations and effective communication across departments. The ideal candidate will demonstrate exceptional organizational skills, a proactive attitude, and the ability to manage multiple priorities with precision. This position offers an exciting opportunity to contribute to a fast-paced environment while honing your office management expertise and supporting executive functions.

A construction company executive/administrative assistant supporting a project manager (PM) acts as the central hub for project documentation, scheduling, and communication, requiring a mix of clerical speed (45 to 60 WPM), technical software proficiency, and knowledge of construction processes. Requirements will include a high school diploma (or equivalent), 2-5 years of experience in administrative roles, proficiency in English and Spanish, proficiency in math, and experience with project management software.

Key Job Requirements and Qualifications

• Education: High school diploma is mandatory; an associate’s or bachelor’s degree in business or construction management is preferred.
• Experience: 2-5 years of administrative or clerical experience, specifically in the construction industry.
• Software Proficiency: Advanced skills in Microsoft Office Suite (Excel, Word, Outlook) are essential. Experience with industry-specific software such as Procore, Fieldwire, Sage 300, Builder Trend, or AutoCAD is required.
• Knowledge: Strong understanding of construction terminology, documents (contracts, RFIs, submittals), and lien waivers. Ability to read construction plans and understand construction specifications and terminology.

Core Responsibilities & Skills

• Document Control: Preparing, tracking, and managing construction contracts, subcontracts, change orders, purchase orders, and daily project logs.
• Communication Hub: Acting as the primary/secondary liaison between project managers, project superintendents, subcontractors, clients, and field staff.
• Scheduling & Coordination: Coordinating project schedules, organizing team meetings, and scheduling inspections.
• Financial Support: Coding invoices, tracking project budgets, and assisting with pay applications.
• Administrative Support: Processing mail, answering calls, data entry, and ordering office supplies.

Required Proficiencies

• Attention to Detail: High accuracy in document management and financial tracking.
• Organization & Multitasking: Ability to prioritize tasks and work well under pressure in a fast-paced environment.
• Communication Skills: Strong written and verbal skills for professional correspondence.
• Dress Attire: Business casual, polished and functional for office and jobsite use. Smart comfortable footwear (office) OSHA acceptable footwear (jobsite). Basic PPE (Basic Personal Protective Eqiupment)

Common Certifications/Preferred Extras

• Knowledge of OSHA safety regulations (e.g., OSHA 30).
• Familiarity with estimating and cost-control systems.

Join us as an Executive Administrative Assistant and become an integral part of a collaborative team dedicated to excellence. We value proactive individuals who thrive on organization, communication, and delivering exceptional support at every level. This role is paid and offers the chance to develop your career within a vibrant professional setting.

Pay: $55,000.00 - $70,000.00 per year

Work Location: In person