Executive Assistant - Operations

Job Title:

Executive Assistant (Operations) Company:
Loenbro, LLC Business Unit/Department:
Operations

Location:

Gilbert, AZ

Reports to:

VP of Operations

Employment Type:

Full-Time FLSA Classification:
Exempt

Loenbro is a trusted, long-term construction lifecycle partner to thousands of customers across the U.S. Our market spans all industries and our service offerings include Critical Electrical, Mechanical & Structural, Soft Crafts, Inspection, Underground Maintenance and Installation, and Fabrication. Our expertise lies in simplifying the complex and establishing long-standing relationships with our partners. We have a national presence but a local approach-every customer benefits from our capabilities and our care.

At Loenbro, we don't just offer jobs-we build careers grounded in integrity, teamwork, excellence, and purpose. Join a team where your expertise is valued, your growth is supported, and your work helps maintain and enhance the critical infrastructure that powers communities across the nation.

We're looking for a highly organized, proactive Executive Assistant to support our operations leadership. This role goes beyond traditional administrative support - you'll be a strategic partner who helps keep operational initiatives on track, manages complex logistics, and serves as a trusted right hand to leadership. The ideal candidate thrives in a fast-paced environment, anticipates needs before they're voiced, and brings sound judgment to ambiguous situations.

• Executive & Calendar Support
• Manage complex calendars, scheduling, and travel logistics for the operations leadership team
• Prioritize and triage meeting requests, emails, and competing demands with sound judgment
• Prepare briefing materials, agendas, and follow-up notes for key meetings

• Track and follow up on action items from operational meetings to ensure deadlines are met
• Support project coordination across cross-functional teams, monitoring timelines and flagging risks
• Maintain and improve internal processes, templates, and documentation for operational workflows
• Assist with budget tracking, expense reports, and vendor/contract management

• Serve as a liaison between operations leadership and internal teams, external partners, and vendors
• Draft, edit, and proofread correspondence, reports, and presentations
• Handle sensitive and confidential information with discretion

• Plan and execute internal meetings, offsites, and team events
• Coordinate logistics for board meetings or leadership reviews, including materials preparation

• 3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership, ideally in operations
• Exceptional organizational skills with the ability to juggle multiple priorities under tight deadlines
• Strong written and verbal communication skills
• Proficiency in productivity and collaboration tools (e.g., Google Workspace/Microsoft Office, project management platforms like Asana or , calendar tools)
• A high degree of discretion and professionalism when handling confidential information
• Strong problem-solving skills and the ability to work independently with minimal oversight
• A proactive, "no task too small" mindset paired with the ability to think strategically

• Meeting & Leadership Support
• Manage meeting schedules and logistics.
• Coordinate and develop agendas for regional leadership meetings.
• Capture action items, assign owners, and track deliverables from key discussions.
• Help ensure accountability and follow-through on commitments.
• Organize and maintain regional documentation, repositories, and shared resources.

• Communicate important updates from leadership to the broader regional team.
• Help ensure messaging is clear, consistent, and understood to minimize confusion and rumors.
• Serve as a resource for common questions regarding office operations, workspace needs, onboarding, and new hire guidance.
• Support leadership communication efforts and employee engagement initiatives.

• Gather and consolidate data from various departments to provide leadership updates and visibility into ongoing issues.
• Develop recurring reports, dashboards, and status updates as needed.
• Research, analyze, and help solve operational challenges identified by regional leadership.
• Track key initiatives and provide updates on progress, risks, and action plans.

• Indoor office setting with controlled temperature.
• Potential visits to outdoor industrial sites with exposure to weather extremes.
• Potential exposure to noise, dust, chemicals, or other environmental factors.
• Travel requirements: TBD