Executive Assistant

Overview

• Serve as a trusted Executive Assistant to the leadership team, providing comprehensive administrative and operational support.
• Collaborate closely with the Office Manager in a dynamic, fast-paced construction environment.
• Manage executive schedules, meetings, and travel arrangements with precision and discretion.
• Coordinate project schedules, milestones, and communication with internal and external stakeholders.
• Draft and organize critical documents, including contracts, proposals, and project binders.
• Support HR-related tasks such as onboarding and compliance documentation.
• Ensure smooth office operations by managing supplies, equipment, and software licenses.
• Contribute to a collaborative and professional team culture, fostering positive relationships.

Key Responsibilities & Duties

• Coordinate executive calendars, including meetings, site visits, and travel arrangements.
• Prepare agendas, document meeting notes, and track action items effectively.
• Handle confidential information with utmost discretion and professionalism.
• Draft, review, and organize contracts, proposals, and other essential documents.
• Coordinate office operations, including supplies and equipment management.
• Track project schedules, milestones, and deliverables, ensuring timely communication.
• Maintain up-to-date project folders and digital file systems for easy access.
• Draft professional correspondence and coordinate client meetings and walkthroughs.

Job Requirements

• Bachelor of Arts (BA) degree preferred but not mandatory.
• 3–7+ years of experience as an Executive Assistant or in a similar administrative role.
• Familiarity with construction workflows, terminology, and documentation is advantageous.
• Exceptional organizational and time management skills to handle competing priorities.
• Strong written and verbal communication skills for professional interactions.
• Proactive mindset with the ability to thrive in a fast-paced environment.
• Bilingual proficiency in Spanish is highly desirable.
• Confidence, professionalism, and a positive attitude are essential.