Executive Project Manager Assistant

Benefits:

• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

Executive Project Manager Assistant

BuildLabs Custom LLC is a distinguished luxury home construction company committed to delivering exceptional craftsmanship and unparalleled service in the Hamptons. With a focus on quality and client satisfaction, we take pride in creating exquisite residences that reflect our clients' individual styles and aspirations.

Position Overview: An Executive Assistant provides high-level administrative support to senior executives, managing their calendars, scheduling meetings, handling communications, preparing documents, arranging travel, and acting as the primary point of contact, ensuring the executive's day-to-day operations run smoothly and allowing them to focus on strategic priorities; often requiring strong organizational skills, keeping pace with a fast paced exec, excellent communication, and the ability to handle confidential information.

The role of a Project Manager is to

Lead and manage construction projects, ensuring they are completed on time, within budget, and to the highest quality standards.

• Estimate costs, develop budgets, and track expenses throughout the project lifecycle.
• Prepare detailed reports on project status, budget updates, and any issues encountered, and present findings to stakeholders.
• Resolve problems and conflicts that arise during construction, maintaining open communication with team members and clients.
• Ensure compliance with safety regulations, building codes, and environmental standards.
• Collaborate effectively with subcontractors, engineers, architects, and other key project team members to achieve project goals.
• Negotiate contracts and agreements with external vendors and subcontractors, securing the best terms and pricing.
• Delegate tasks and responsibilities to team members, providing clear guidance and support.
• Keep stakeholders informed of project progress through regular communication and progress reports.
• Address any environmental or community concerns related to the project, demonstrating a commitment to sustainability and community engagement.
• Conduct site inspections to monitor progress, quality, and adherence to standards, taking proactive measures to address any issues that arise.
• Proactively identify changes in project scope and adjust plans and budgets accordingly.
• Administer the submittal review process between subcontractors, suppliers, and the design team.

This role combines both into one. This is an exciting opportunity to be part of a dynamic company that values excellence in both construction and client service.

Requirements:

• Bachelor's degree in construction management, engineering, or related field (preferred).
• Minimum of 5 years of experience in construction project management, with a focus on high-end residential projects.
• Strong knowledge of construction materials, techniques, and equipment.
• Excellent leadership, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite and construction/project management software.
• Ability to read and interpret blueprints and construction drawings accurately.
• Ability to work under pressure and coordinate multiple activities and groups.
• Strong problem-solving and decision-making abilities.
• Knowledge of financial and job cost accounting.
• Willingness to work in both office and field environments.
• Ability to lift 25 pounds and sustain a seated posture for extended periods.
• Willingness to work overtime to meet project deadlines.

Key Responsibilities:

• Calendar Management: Managing complex schedules, prioritizing appointments, and coordinating meetings with internal and external stakeholders.
• Communication Management: Screening calls and emails, responding to inquiries on behalf of the executive, drafting and editing correspondence.
• Document Preparation: Creating presentations, reports, memos, and other documents as needed.
• Meeting Coordination: Setting up meeting agendas, preparing materials, managing logistics, and taking minutes.
• Administrative Tasks: Managing expense reports, ordering office supplies, maintaining contact lists, and filing documents.
• Project Support: Assisting with project management tasks, including tracking progress and deadlines.
• Confidentiality: Maintaining strict confidentiality regarding sensitive information.

Required Skills:

• Excellent Communication Skills: Strong written and verbal communication to interact with various stakeholders effectively.
• Organizational Skills: Ability to manage multiple priorities, deadlines, and complex schedules efficiently.
• Proficiency in Technology: Expertise in Microsoft Office Suite, calendar management tools, and other relevant software.
• Discretion and Confidentiality: Ability to handle sensitive information with utmost discretion.
• Attention to Detail: Ensuring accuracy in all tasks and deliverables.
• Adaptability: Flexibility to adjust to changing priorities and situations.
• Collaboration: Work closely with the project management and construction teams to facilitate smooth communication and workflow.
• Technology Proficiency: Utilize Microsoft Office suite and other office tools for efficient document creation and organization.
• Training in Procore: Receive training in Procore, our project management software, to enhance proficiency in project documentation and streamline processes.
• Learning and Growth: This role offers a great opportunity to learn and grow within the firm, contributing to the success of luxury home construction projects.

Qualifications:

• Administrative Experience: Previous experience in an administrative role is required.
• Communication Skills: Excellent verbal and written communication skills, with a friendly and professional demeanor.
• Organizational Skills: Strong organizational and multitasking abilities, with a keen eye for detail.
• Tech-Savvy: Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new office software.
• Customer Service: A customer-focused approach with the ability to interact positively with clients and team members.
• Adaptability: Ability to adapt to a fast-paced and dynamic work environment.
• Confidentiality: Discretion and ability to handle sensitive information with confidentiality.