Executive Assistant

Singular Builders is a young company founded by two industry veterans.  We look to perform construction for complex, sophisticated, and unusual projects.   We love a challenge; we know what we like, and we're good at it.  Our name is new, but our projects are familiar.  Renovations, retrofits, high-end interiors, inner urban infrastructure are the type of projects that we seek and where our focus is as a company. We've worked together on some of the most complex, interesting, and beautiful construction projects throughout California. We are now looking to bring together a team of people who really care about the work we do.  What sets us apart isn't just our depth of expertise and breadth of services, but how we deliver them.  The way we go about problem solving, the way we staff our projects, and with whom we staff our projects - that's what makes us singular.

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior management. The ideal candidate will possess strong organizational skills, discretion, exceptional communication abilities with internal teams and external stakeholders, as well as proficiency with various digital tools. This role offers an exciting opportunity to contribute to the efficiency and success of our organization by managing schedules, coordinating projects, accurate documentation, and ensuring smooth daily operations.

Essential duties and responsibilities include, but are not limited to:

· Manage and maintain executive calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.

· Provide executive administrative support including drafting correspondence, proofreading documents, and transcribing audio or written materials.

· Coordinate complex travel arrangements and prepare detailed itineraries for executives.

· Submits, monitors and tracks invoices, reimbursements, and supply management.

· Assist with event planning for corporate meetings, conferences, and company functions.

· Comfortable working with multiple project teams and deadlines.

· Handle phone etiquette when managing multi-line phone systems and front desk responsibilities, ensuring excellent customer service.

· Perform data entry, filing, and record keeping using Microsoft Office Suite and other office management tools such as QuickBooks and DocuSign.

· Facilitate project coordination by tracking deadlines, preparing reports, and liaising with internal teams.

· Oversee office management duties such as supply ordering, maintaining office equipment, and organizing files for easy access.

· Provide personal assistant support as needed to senior executives to enhance productivity.

· Build cross-functional relationships between departments.

· General office duties as needed

Qualifications

· Proven experience in an executive administrative or personal assistant role with strong clerical skills.

· Proficiency in Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook Calendar, Google Workspace, and DocuSign.

· Excellent typing speed with high accuracy; experience in transcription is a plus.

· Strong organizational skills with the ability to manage multiple tasks efficiently under tight deadlines.

· Exceptional communication skills including phone etiquette and customer service experience.

· Demonstrated ability to handle confidential information discreetly.

· Experience with event planning, project coordination, office management, bookkeeping, data entry, filing systems, and front desk operations preferred.

· This position is integral to maintaining the smooth operation of our organization’s executive functions. We seek a dedicated professional eager to contribute their skills in a dynamic environment that values efficiency and excellence in administrative support.

Required Education, Skills and Experience

· 5+ years of related experience required in working in an executive assistant role or senior administrative assistant role supporting leadership teams in the construction field.

· Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint and Microsoft Teams)

· Bachelors degree in Business Administration, Business Management, Construction Management, or similar.

· 5+ years of relevant calendar management and expense report management experience for 1 or more executives

Travel

· Primarily office-based in San Francisco with occasional visits to construction sites or project meetings.

· May require coordination outside of normal business hours depending on executive schedules and project deadlines.

· Travel would be local and include attendance for professional business events as well as employee events.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EQUAL OPPORTUNITY EMPLOYER

The Company is an Equal Opportunity Employer and does not discriminate on the basis of actual or perceived race, color, national origin , ancestry, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, sexual orientation, military and veteran status, denial of family and medical care leave , or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

The Company will endeavor to make reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities unless the accommodation imposes an undue hardship on the operation of our business. If you need assistance to perform your job duties because of a physical or mental condition, please let Human Resources know.

This job description may be modified at any time at the sole discretion of Singular Builders.

Job Type: Full-time

Pay: $105,000.00 - $115,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you possess Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint and Microsoft Teams)?

Education:

• Bachelor's (Required)

Experience:

• Executive Assistant: 5 years (Required)
• calendar mgmt and expense reports for multiple leaders?: 5 years (Required)

Work Location: In person