Executive Assistant

Executive Assistant Position Summary Our client is seeking a highly organized, proactive, and professional Executive Assistant to provide administrative and organizational support to the company’s Owner, General Manager, and Project Managers. This individual will serve as a key point of coordination across leadership and project teams, helping ensure schedules, communications, documentation, and day-to-day administrative needs are handled efficiently. The ideal candidate is a strong communicator who can manage multiple priorities, maintain confidentiality, anticipate needs, and work independently in a fast-paced environment. Key Responsibilities Provide direct administrative and executive support to the Owner, General Manager, and Project Managers. Manage calendars, meetings, appointments, and scheduling for leadership and project personnel. Coordinate internal and external meetings, including preparing agendas, taking notes, and tracking follow-up items. Prepare, format, and organize reports, presentations, correspondence, spreadsheets, and other business documents. Handle email and phone communications professionally and ensure important requests are routed appropriately. Assist Project Managers with administrative tasks, documentation, project files, and follow-up activities. Maintain organized electronic and physical records, contracts, correspondence, and other confidential company documents. Coordinate communication between leadership, employees, customers, vendors, and other business partners. Track deadlines, action items, and deliverables to help keep leadership and project teams on schedule. Assist with travel arrangements, meeting logistics, expense reports, and other executive needs as required. Support special projects and other administrative initiatives assigned by company leadership. Maintain a high level of confidentiality when handling sensitive company, employee, customer, and business information. Identify administrative needs proactively and help improve organization, communication, and workflow. Qualifications 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Administrator, Project Coordinator, or similar role. Strong organizational and time-management skills with the ability to manage multiple priorities. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to work independently, prioritize tasks, and anticipate the needs of leadership. Professional demeanor and strong interpersonal skills. Proficiency with Microsoft Office, including Outlook, Word, and Excel. Ability to handle confidential and sensitive information with discretion. Strong problem-solving skills and the ability to adapt to changing priorities. Experience supporting executives, managers, or project teams is highly preferred. Construction, contracting, engineering, or project-based industry experience is a plus. Compensation $30–$35 per hour, depending on experience. Ideal Candidate The ideal candidate is someone who is organized, dependable, detail-oriented, and proactive. They should be comfortable working directly with senior leadership while also coordinating with Project Managers, employees, customers, and vendors. This is a hands-on position for someone who can take ownership of administrative responsibilities, stay ahead of deadlines, communicate effectively, and keep leadership organized and informed. #J-18808-Ljbffr Gilder Search Group