Executive Assistant, Construction

JOB POSTING - Executive Assistant

Kingdom Roofing Systems is seeking a highly organized, proactive Executive Assistant to serve as a key support partner to our leadership team. This is more than an administrative role - this position plays a critical part in keeping our leadership focused, organized, and operating at a high level.

If you thrive in fast-paced environments, anticipate needs before they arise, and enjoy bringing order and structure to growing organizations - we'd love to meet you.

Position Type:

Full-Time,

Work is in-person, Marion, Indiana

Monday - Friday

Key Responsibilities

Executive Support & Communication Management

* Manage and protect leadership calendars, priorities, and schedules.

* Fully manage executive email accounts, including drafting and responding to communications on behalf of leadership when appropriate.

* Screen and prioritize emails, calls, meeting requests, and other incoming communications.

* Oversee final review and proofing of important company communications, ensuring accuracy, professionalism, and brand consistency.

* Maintain confidentiality regarding sensitive company, employee, and customer information.

Meeting & Strategic Planning Coordination

* Assist leadership in planning and coordinating team meetings, leadership meetings, events, trainings, and company functions.

* Prepare meeting agendas, supporting materials, and meeting documentation.

* Record meeting notes, action items, and key decisions.

* Follow up with team members to ensure commitments and deliverables are completed accurately and on time.

* Evaluate meeting requests and coordinate meetings between leadership and team members when necessary.

Project Management & Operational Support

* Assist with special projects and company initiatives while tracking deadlines, milestones, and accountability.

* Review company CRM workflows daily and communicate corrective actions when needed.

* Assist leadership with developing and implementing company policies, procedures, systems, and operational improvements.

* Assist in the creation, management, and organization of contracts, agreements, and company documentation.

* Maintain organized records and administrative systems that support company growth and scalability.

Recruiting & Talent Support

* Assist leadership with recruiting and employment marketing initiatives.

* Manage prospect pipelines for open positions.

* Coordinate interview scheduling, logistics, candidate communication, and follow-up.

* Attend key interviews, document interview notes, and coordinate next steps with hiring managers.

* Draft and manage Employment Agreements in collaboration with department leaders and company leadership.

* Support onboarding preparation and administrative setup for new team members.

Office Administration & Customer Engagement

* Coordinate staff events, trainings, and internal team activities.

* Make outbound customer calls for review generation and referral program awareness.

* Provide administrative support across departments as needed to ensure smooth daily operations.

Qualifications

* 2+ years of administrative, operations, project coordination, or office management experience preferred.

* Advanced organizational skills with the ability to prioritize multiple projects and deadlines.

* Excellent written and verbal communication skills.

* Strong attention to detail and follow-through.

* Ability to exercise discretion and maintain confidentiality.

* Experience managing executive calendars, schedules, and communications.

* Proficiency in Microsoft Office Suite, CRM software, and scheduling platforms.

* Strong project management and meeting coordination abilities.

* Professional attitude, appearance, and customer-service mindset.

* Ability to anticipate needs, solve problems proactively, and work independently.

* Previous executive support, office management, project coordination, or administrative experience preferred.

Compensation & Benefits:

$50,000 -$55,000 annually, based on experience

Benefits include:

* 401(k) match

* Dental insurance

* Health insurance

* Paid time off

* Vision insurance