Executive Assistant

POSITION SUMMARY:

This role is responsible for assisting the Executives with planning, directing, and coordinating daily activities. The ideal candidate will serve as a trusted partner to senior leadership, managing critical information flow, administrative operations, and stakeholder communications with precision, professionalism, and discretion.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Serve as principal administrative contact and liaison for executives.
• Plan and direct all administrative activities for executives.
• Organize and prioritize critical issues and required information to facilitate efficient executive decision-making.
• Serve as a professional liaison between departments, fostering collaboration and information sharing.
• Manage executives' calendars, coordinate meetings, and engagements with precision and efficiency.
• Prepare comprehensive meeting materials; attend meetings as required, take and record minutes, and ensure timely follow-through on action items.
• Create and prepare high-quality financial statements, reports, memos, invoices, letters, presentations, and other documents that reflect executive standards.
• Arrange travel, accommodations, itineraries, and all related correspondence.
• Plan, organize, and implement events such as meetings, business luncheons, or client dinners.
• Manage sensitive information with the utmost discretion and professionalism.
• Assist in ensuring that duties assigned to others are completed and examined for accuracy, neatness, and conformance to company policies and procedures.
• Study and present new and innovative approaches to address company needs.
• Manages executive suite operations including conference room scheduling, integrated AV equipment maintained, and ensuring breakroom and common area supplies are consistently stocked throughout the suite.

PHYSICAL DEMANDS AND WORK ENVIRONMENTAL FACTORS

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk and hear. Occasional standing and walking are required. The employee must occasionally lift and/or move up to ten pounds. The noise level in the work environment is usually moderate. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Business Administration or related field preferred, or equivalent combination of education and experience.
• 3–5 years of progressive experience in administrative, operations, or executive support roles.
• 2+ years of experience in commercial construction, general contracting, real estate, or a related industry preferred.
• Demonstrated success in fast-paced, deadline-driven environments.

Preferred Technical Proficiencies

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with AI tools and workflow automation platforms.
• Familiarity with project management software (e.g., Monday.com, Asana, MS Project).
• Knowledge of commercial construction management platforms is a plus.

Preferred Key Competencies

• Organizational Excellence: Exceptional organization, time management, and multitasking abilities.
• Communication Skills: Professional written and verbal communication at all levels.
• Adaptability: Thrives in dynamic environments and manages competing priorities effectively.
• Problem-Solving: Proactive approach to identifying solutions through critical thinking.
• Attention to Detail: Maintains accuracy and quality standards in all deliverables.
• Resourcefulness: Eager to learn, self-directed, and able to figure things out independently.
• Positive Attitude: Brings enthusiasm and a collaborative spirit to create an engaging work environment.
• Team Player: Capable of cultivating productive working relationships across the organization.

ADDITIONAL FACTORS:

Incidental Functions:

• Support the operations team by coordinating and communicating field laborer schedules across active projects.