Executive Assistant

Overview

• Provide high-level administrative and operational support to executive leadership in a dynamic construction environment.
• Manage executive schedules, travel arrangements, and meeting coordination with precision and confidentiality.
• Coordinate project timelines and communication between internal teams and external stakeholders.
• Prepare and organize critical documents, including contracts, proposals, and project materials.
• Support HR functions such as onboarding, compliance documentation, and team coordination.
• Ensure efficient office operations, managing supplies, equipment, and software licenses.
• Contribute to fostering a collaborative and professional team culture.
• Act as a trusted liaison for executives, ensuring seamless communication and workflow.

Key Responsibilities & Duties

• Coordinate executive calendars, including scheduling meetings, site visits, and travel arrangements.
• Prepare agendas, document meeting notes, and track action items to ensure follow-through.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Draft, review, and organize contracts, proposals, and other essential documentation.
• Oversee office operations, including supply inventory and equipment maintenance.
• Monitor project schedules and milestones, ensuring timely updates and communication.
• Maintain organized digital and physical file systems for easy access and retrieval.
• Draft professional correspondence and coordinate client meetings and site walkthroughs.

Job Requirements

• Bachelor of Arts (BA) degree preferred but not mandatory.
• 3–7+ years of experience in executive assistance or similar administrative roles.
• Knowledge of construction workflows, terminology, and documentation is advantageous.
• Excellent organizational and time management skills to handle multiple priorities.
• Strong written and verbal communication skills for professional interactions.
• Proactive and adaptable mindset to thrive in fast-paced environments.
• Bilingual proficiency in Spanish is highly desirable.
• Demonstrated professionalism, confidence, and a positive attitude.