Executive Assistant – Construction Operations

The Executive Assistant provides high-level administrative and operational support to company leadership within a fast-paced construction environment. This role serves as a key point of coordination between executives, project teams, clients, vendors, and internal departments. The ideal candidate is highly organized, proactive, professional, and capable of managing multiple priorities while maintaining confidentiality.

• Manage executive calendars, meetings, and appointments.
• Coordinate travel arrangements, lodging, and transportation.
• Prepare reports, presentations, meeting agendas, and correspondence.
• Screen and prioritize emails, phone calls, and requests.
• Track action items and ensure timely follow-up on executive initiatives.

• Assist with project documentation, contracts, and subcontractor agreements.
• Maintain project records, permits, insurance certificates, and compliance documents.
• Coordinate communication between field operations, project managers, and leadership.
• Track project milestones, deadlines, and deliverables.
• Assist with onboarding new employees and project personnel.

• Organize and maintain electronic and physical filing systems.
• Support invoice processing, purchase orders, and vendor communications.
• Coordinate company meetings, training sessions, and special events.
• Prepare weekly operational and staffing reports.
• Assist with recruiting coordination and candidate scheduling as needed.

• Serve as a professional liaison between executives, clients, vendors, and employees.
• Draft and distribute internal communications.
• Maintain confidentiality regarding company operations, personnel, and financial matters.

• High school diploma required; associate or bachelor's degree preferred.
• 3+ years of Executive Assistant, Administrative, or Operations support experience.
• Construction, telecommunications, engineering, or industrial industry experience preferred.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word, and PowerPoint).
• Experience with Procore, Autodesk Construction Cloud, or similar project management software is a plus.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.

• Strong organizational and time management abilities.
• High attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and proactive mindset.
• Comfortable interacting with employees, clients, vendors, and executives at all levels.

• Prolonged periods of sitting and working on a computer.
• Occasional travel to project sites, offices, or company events.
• Ability to lift up to 25 pounds occasionally.

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off and company holidays.
• Professional development opportunities.
• Career advancement within a growing organization