Executive Assistant

Position Description

Please review description and requirements and begin application.

The Plote Family of Companies is a fine example of the American dream realized through over 60 years of hard work, sacrifice, and a deep understanding of the value of focused individual effort, performed in concert, to achieve the goal of entrepreneurial success. At Plote we bring expertise, quality, depth of resources, and cutting-edge equipment and technology together to deliver exceptional services in excavation, aggregates, asphalt paving, concrete paving, civil heavy engineering, sustainable materials, commercial development, environmental services, and snow removal.

We are seeking a highly organized, detail-oriented Executive Assistant to provide critical administrative and operational support to our Executive Vice President (EVP). This role offers a unique opportunity to work across multiple business units—including estimating, business development, material sales, and environmental operations—ensuring efficient coordination and communication at the executive level.

• Manage the EVP’s calendar, schedule meetings, and handle time-sensitive communications.
• Prepare, format, and edit correspondence, presentations, and reports for internal and external distribution.
• Facilitate interdepartmental coordination and follow-up across teams such as estimating, sales, environmental operations, and real estate.
• Support the preparation of proposal packages, bid submissions, solicitation lists, and tracking documents alongside estimators and business development personnel.
• Maintain organized files, records, and document control systems
• Coordinate and take minutes for key projects, sales, regulatory, or operational meetings involving the EVP or cross-functional team leads.
• Draft, proofread, and finalize correspondence, ensuring professionalism and accuracy.
• Plan and support internal and client-facing events and outings.
• Coordinate marketing support activities such as brochure creation, promotional item procurement, advertising renewals, and customer gift distribution.
• Assist with permit, bonding, and regulatory compliance activities, including tracking quarry bonds, managing permit filings, and supporting environmental compliance (IEPA, IDNR).
• Provide real estate administrative support including creation and modification of LOIs, NDAs, leases, maps, property research, and hearing preparation.
• Manage expense reporting, invoice reviews/approvals, CC reconciliation, and PTO tracking for Private Work and affiliated divisions.
• Support specialized groups with bulk email blasts, price list updates, event coordination, tradeshow registrations, and membership renewals.
• Track project milestones, bid dates and compile reports or data summaries for leadership meetings or strategic reviews.
• Perform all other duties and tasks as assigned.

• Minimum 3-5 years of executive administrative experience, ideally supporting operations, construction, or business development functions.
• Experience working in a fast-paced, deadline-driven setting with diverse stakeholders.
• Associate’s or Bachelor’s degree preferred.
• Sound judgment and proactive problem-solving, often with limited oversight.
• Able to manage competing priorities, anticipate EVP needs, and resolve scheduling or communication issues efficiently.
• Proficiency with project tracking or bid management software
• Adaptability, follow-through, and the ability to maintain clarity amidst shifting project timelines and priorities.
• High degree of discretion and ability to handle confidential information.
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite…