Executive Assistant Project Coordinator - Los Angeles, CA

Executive Assistant/Project Coordinator

An Executive assistant with Construction Project Coordinator experience is a dual-role position that supports construction project management in the architectural industry while providing high-level administrative assistance to executives. This position requires exceptional organizational skills, construction and architectural knowledge, and managing multiple priorities.

• Coordinate between project managers, contractors, clients and vendors to ensure smooth project execution
• Track project milestones, deadlines and deliverables using project management software
• Prepare and maintain project documentation including permits, contracts, and change orders
• Schedule and coordinate site meetings, inspections, and client walkthroughs
• Monitor budget expenditures and track project costs
• Create and distribute regular project status reports to stakeholders
• Assist with procurement and vendor management activities
• Support the management of architectural drawings, specifications, and design documentation
• Coordinate design review processes and manage revision workflows

• Manage executives’ calendars, coordinate meetings, and arrange travel
• Prepare executive correspondence, presentations, and reports
• Screen calls, visitors, and correspondence for priority handling
• Coordinate board meetings and prepare meeting materials
• Maintain confidential company records and documentation
• Support strategic initiatives and special projects as assigned
• Serve as liaison between executives and other departments/external parties
• Assist with industry event coordination

• At least 5 years of experience in construction administration or project coordination
• Strong knowledge of construction terminology, processes and documentation
• Exceptional organizational and time management skills
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience with project management software (Procore, Primavera, MS Project, Blue Beam)
• Understanding of architectural drawings, blueprints, and specifications
• Familiarity with architectural design software (Auto Cad, Revit, Sketch Up)
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and exercise discretion

• Associate or bachelor's degree in architecture, construction management, business administration, or related field
• Construction industry certifications (OSHA, LEED)
• Experience with construction management software, such as Procore
• Familiarity with contract administration and procurement processes
• Experience coordinating with design consultants (structural, MEP, interior design)
• Knowledge of sustainable design practices and LEED documentation requirements

• Primary office environment
• Travel required to project location (less than 10%)

• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Flexible Work Schedule
• Additional Insurance Benefits:
  Life insurance and Pet insurance
• Paid Time Off