Executive Assistant

Position Overview

Capital Trades, LLC is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support company leadership with daily administrative, estimating coordination, project support, and document control activities. This role is essential to maintaining efficient communication, organized project documentation, and smooth coordination across the company’s commercial construction operations.

The ideal candidate will be comfortable handling scheduling, communications, estimating support, financial recordkeeping using QuickBooks, and maintaining structured document control for company and project files.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, meetings, and scheduling
• Handle incoming emails, phone calls, and general correspondence
• Draft emails, reports, and internal communications
• Maintain organized company records and administrative systems
• Coordinate internal and external meetings with clients, vendors, and subcontractors

Estimating Support

• Assist the estimating team by organizing bid documents and project information
• Coordinate with subcontractors and vendors to request and track quotes
• Compile and organize documents required for estimate preparation
• Maintain organized estimate folders and historical cost data

Project Coordination Support

• Assist with project setup and administrative coordination once projects are awarded
• Track project documentation such as contracts, insurance certificates, permits, and submittals
• Coordinate communication between project managers, subcontractors, and vendors
• Help maintain project schedules and follow up on action items
• Support project closeout documentation and recordkeeping

Document Control

• Maintain a centralized filing system for project and company documents
• Organize and track project documents including contracts, drawings, specifications, change orders, and correspondence
• Ensure document versions are properly labeled and stored in the correct locations
• Maintain digital document organization within SharePoint, Teams, or cloud-based systems
• Distribute updated documents to relevant team members and ensure teams are working from the most current versions
• Maintain document logs for estimates, project files, and administrative records

Financial & Accounting Support

• Assist with QuickBooks entries, invoices, and expense tracking
• Support preparation of client invoices and vendor payments
• Maintain organized financial documentation and records
• Coordinate with accounting regarding billing, payments, and financial documentation

Office Coordination

• Maintain office supplies and administrative resources
• Support company meetings and internal coordination
• Assist with improving administrative processes and workflow organization

Qualifications

• Associate degree or higher in Business Administration, Accounting, Construction Management, or related field
• 3+ years of experience as an Executive Assistant, Administrative Coordinator, or Office Manager
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience using QuickBooks
• Strong organizational and document management skills
• Excellent written and verbal communication abilities
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and strong problem-solving skills

Preferred Qualifications

• Experience supporting construction, estimating, or project management teams
• Familiarity with construction documentation such as bids, estimates, contracts, and project schedules
• Experience managing document control systems

Key Skills

• Organization and multitasking
• Document control and records management
• Professional communication
• Scheduling and coordination
• Financial recordkeeping
• Attention to detail

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Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person