Executive Administrative Assistant

Job Title:
Executive Administrative Assistant
Job Status:
Full-Time
FLSA Status:
Non-Exempt
Pay Grade: $55,000 – $70,000 DOE

Reports To:

President

Location:

Englewood, Colorado
Amount of

Travel Required:

Minimal – as needed

Schedule:

Monday through Friday. From 7:00am to 5:00pm, hours & days can vary based upon workload and business needs.

• 401(k) Retirement plan, 401(k) matching
• Health Insurance
• Health Savings Account (HSA)
• Vision Insurance
• Free Life Insurance/AD&D – Employer paid
• Voluntary Insurance:
  Accidental, Critical and additional Life Insurance/AD&D
• Paid Time Off (PTO)
• Paid Sick Leave (PSL)

Elite Surface Infrastructure (ESI), based in Englewood, CO, is a leading self-performing civil contractor serving Colorado since 1998. ESI specializes in Underground Utilities, Milling, Asphalt, Paving, Grading, Concrete, and Earthwork for commercial, municipal, and federal projects.

The Executive Administrative Assistant provides dedicated administrative support directly to the President while assisting the Administrative Executive Manager as needed. This role is responsible for managing the President’s daily calendar, coordinating meetings, drafting correspondence, running recurring reports, preparing documents, and supporting general office operations. The position may also provide support to leadership teams within Business Development, Estimating, and Operations. This role requires a highly organized, detail-oriented, and professional individual who can manage multiple priorities, maintain strict confidentiality, and ensure the President’s day-to-day administrative needs are handled efficiently and accurately.

• Manage and maintain the President’s calendar, including scheduling meetings, updating appointments, resolving conflicts, and ensuring accurate, up-to-date daily agendas
• Prepare and deliver a daily agenda summary for the President and ensure adequate preparation time prior to meetings and commitments
• Send calendar invites, meeting reminders, and confirm meeting logistics including time, location, and attendees
• Monitor calendar conflicts and adjust schedules promptly in response to changes or cancellations
• Remind the President of upcoming deadlines, commitments, and key dates
• Draft, proofread, and format routine correspondence including emails, letters, and
• Maintain logs to track incoming and outgoing communications, follow-ups, and pending action items
• Assist with printing, assembling, distributing, and delivering outgoing correspondence and internal documents to appropriate departments and staff
• Maintain professionalism and confidentiality in all communications and interactions
• Coordinate and support meetings including reserving rooms, setting up AV equipment, and preparing materials
• Prepare and distribute meeting agendas in advance; attend meetings as directed and record accurate minutes
• Distribute meeting notes and track action items, following up with internal staff as needed
• Coordinate virtual meetings using Microsoft Teams, Zoom, or similar platforms
• Format, proofread, print, and bind reports, presentations, and documents to ensure accuracy and consistency
• Create and update spreadsheets, reports, and PowerPoint presentations as instructed
• Maintain organized digital and physical filing systems with clearly labeled and accessible records
• Ensure all documents are completed accurately, submitted on time, and stored according to company standards
• Enter, update, and maintain data in spreadsheets, databases, and contact lists with a high level of accuracy
• Track and log expense receipts and financial information as directed
• Organize and maintain digital file structures and archive completed records in accordance with company policies
• Support Administrative Executive Manager with coordinating executive travel
• Compile and organize travel packets, itineraries, and supporting documentation for executive travel
• Support travel changes, cancellations, and post-travel expense reporting
• Support Administrative Executive Manager with event-related tasks and execution
• Assist with coordination and execution of company events, meetings, and luncheons including setup, logistics, and materials
• Manag…