Executive Assistant

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 Responsibilities

Calendar & Schedule Management

• Manage complex executive calendar with multiple competing priorities and time-sensitive commitments
• Coordinate meetings across multiple time zones, ensuring optimal scheduling and preparation
• Anticipate scheduling conflicts and proactively resolve them before they become issues
• Prioritize meeting requests based on business importance and executive availability
• Prepare detailed daily schedules with meeting materials, locations, and relevant background information
• Schedule and coordinate internal leadership meetings, project reviews, and strategic planning sessions
• Manage changes to schedules efficiently, communicating updates to all affected parties

Communication & Correspondence

• Serve as primary point of contact and gatekeeper for executive communications
• Screen and prioritize incoming emails, calls, and requests, responding independently when appropriate
• Draft, edit, and proofread correspondence, presentations, and reports on behalf of executives
• Prepare executive communications including announcements, memos, and client correspondence
• Handle sensitive and confidential information with absolute discretion and professionalism
• Coordinate communication flow between executives and internal teams, clients, and external partners
• Monitor and manage executive inbox, flagging urgent matters and following up on outstanding items

Meeting Coordination & Support

• Organize and coordinate leadership meetings, town halls, board meetings, and client presentations
• Prepare comprehensive meeting agendas with supporting materials and background information
• Arrange meeting logistics including room reservations, catering, technology setup, and materials
• Take detailed meeting notes and distribute action items with clear ownership and deadlines
• Follow up on action items to ensure completion and accountability
• Coordinate virtual meetings using platforms such as Zoom, Teams, or Google Meet
• Manage meeting follow-up including scheduling next steps and tracking deliverables

Travel Coordination

• Arrange complex domestic and international travel itineraries including flights, hotels, and ground transportation
• Prepare detailed travel packets with confirmations, agendas, contact information, and relevant documents
• Anticipate travel needs and preferences, optimizing routes and schedules for efficiency
• Handle travel changes and disruptions quickly and effectively
• Process travel expense reports and ensure compliance with company policies
• Coordinate travel for multiple executives and team members when needed
• Maintain preferred vendor relationships for travel services

Project & Event Management

• Coordinate company events including client meetings, team gatherings, holiday parties, and recognition events
• Manage special projects on behalf of executives, coordinating cross-functional teams and tracking progress
• Plan and execute client entertainment including dinners, outings, and hospitality events
• Coordinate office moves, renovations, or space planning initiatives
• Support recruitment efforts by scheduling interviews and coordinating candidate communications
• Organize quarterly leadership offsites and strategic planning retreats
• Manage logistics for company-wide meetings and announcements

Document & File Management

• Maintain organized filing systems for executive documents, contracts, and correspondence
• Create and manage digital file structures ensuring easy retrieval and appropriate access controls
• Prepare presentation materials, reports, and spreadsheets as needed
• Process and track contract signatures, approvals, and important business documents
• Maintain confidential personnel files and sensitive business records
• Archive completed projects and maintain corporate records according to retention policies
• Ensure version control and document accuracy across all materials

Administrative Operations

• Process expense reports and ensure timely submission and reimbursement
• Manage office supplies, equipment, and vendor relationships
• Coordinate with IT for technology needs and troubleshooting
• Handle purchase orders and invoice processing within delegated authority
• Maintain executive contact databases and distribution lists
• Order business cards, name badges, and other administrative materials
• Support onboarding of new team members with workspace setup and orientation coordination

Stakeholder Relationship Management

• Build and maintain positive relationships with clients, partners, board members, and key stakeholders
• Serve as a professional representative of the executive and company in all interactions
• Coordinate client visits including itineraries, facility tours, and meeting arrangements
• Manage executive membership in professional organizations and industry associations
• Coordinate executive participation in conferences, speaking engagements, and industry events
• Handle gift coordination for clients, employees, and business partners
• Maintain relationships with external vendors and service providers

Business Support

• Prepare presentation materials for client meetings, board presentations, and internal reviews
• Conduct research and compile data for executive decision-making
• Track and monitor key business metrics and deadlines on behalf of leadership
• Coordinate with finance team on budget tracking and reporting needs
• Support contract administration and procurement processes as needed
• Assist with proposal preparation and business development activities
• Maintain org charts, contact lists, and company directories

Required Qualifications

Education & Experience

• Associate's or Bachelor's degree preferred, or equivalent combination of education and experience
• Minimum 3 years of experience as an Executive Assistant or in a senior administrative role
• Experience supporting C-level executives in a fast-paced business environment
• Construction industry experience strongly preferred but not required
• Proven ability to handle multiple executives or complex, demanding roles

Technical Skills

• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with calendar management systems and scheduling tools
• Comfortable with video conferencing platforms (Zoom, Teams, Google Meet)
• Ability to learn new software and systems quickly
• Strong document formatting and presentation design skills
• Experience with expense management and travel booking systems
• Familiarity with file sharing platforms (SharePoint, Google Drive, Dropbox)
• Graphic design and creative software skills (Adobe Creative Suite, Canva, etc.) a plus

Professional Competencies

• Exceptional organizational skills with meticulous attention to detail
• Outstanding written and verbal communication abilities
• Strong problem-solving skills and sound judgment
• Ability to prioritize effectively and manage competing demands
• High level of professionalism and executive presence
• Proactive mindset with ability to anticipate needs before being asked
• Discretion and ability to handle confidential information appropriately
• Flexibility and adaptability in a dynamic environment

Personal Attributes

• Professional demeanor with polished communication style
• Calm under pressure and composed during challenging situations
• Positive attitude and collaborative team player
• High emotional intelligence and interpersonal skills
• Self-motivated and able to work independently with minimal supervision
• Detail-oriented with commitment to accuracy and quality
• Resourceful problem-solver who finds solutions rather than just identifying issues
• Trustworthy and reliable with unquestionable integrity

Physical Requirements & Work Environment

• Primarily office-based with occasional on-site visits to project locations
• Ability to sit for extended periods while working at a computer
• Occasional early mornings, late evenings, or weekend work to support executive needs
• Flexibility to adjust schedule based on executive travel and meeting demands
• Valid driver's license for occasional errands or meeting attendance
• Ability to lift up to 25 pounds for office supplies or event materials

Compensation & Benefits

Financial Package

• Competitive base salary commensurate with experience
• Discretionary annual performance bonus
• Comprehensive benefits package

Benefits

• Health and dental insurance
• 401(k) retirement plan with company match
• Paid time off including vacation, sick leave, and holidays
• Life insurance and disability coverage

Pay: $55,544.56 - $66,892.38 per year

Work Location: In person