Executive Administrative Assistant

Company Overview Montana Construction Inc. is a family‑owned heavy construction company specializing in sewer, water, bridge, and emergency services for municipalities, utility authorities, and private entities across New Jersey, New York, and Pennsylvania. We pride ourselves on delivering efficient, dependable, and quality service to every client. The Executive Administrative Assistant is a cornerstone of our executive office — keeping four senior leaders organized, supported, and operating at their best every day. Job Summary The Executive Administrative Assistant provides comprehensive, high‑level administrative support to Montana Construction’s executive leadership team. This is a full‑time, in‑office role requiring a polished professional who can seamlessly manage competing demands across four executives simultaneously — balancing calendar coordination, communication management, document preparation, and event support with equal attention and professionalism. The ideal candidate brings 5 or more years of executive‑level administrative experience, a college degree, strong computer proficiency, and the discretion to handle sensitive information in a fast‑paced construction environment. Key Responsibilities Calendar & Schedule Management Manage and coordinate the calendars of all four members of the executive leadership team, scheduling meetings, appointments, and travel arrangements while proactively identifying and resolving conflicts. Anticipate scheduling needs across the executive team and keep each leader informed of daily priorities and upcoming commitments. Coordinate meeting logistics including room setup, video conferencing, catering, agenda preparation, and participant communication. Maintain visibility across all four executive schedules to facilitate cross‑team coordination and joint meetings. Communication & Correspondence Monitor, prioritize, and manage incoming emails, calls, and correspondence for the executive team, ensuring timely responses and follow‑up on open items. Draft, proofread, and distribute professional correspondence, memos, and communications on behalf of the executive team. Serve as the primary liaison between the executive leadership team and internal departments, project teams, and external stakeholders, maintaining professionalism and confidentiality in every interaction. Screen and direct inquiries to the appropriate executive or team member, protecting leadership’s time and ensuring nothing falls through the cracks. Document Preparation & Reporting Prepare, format, and edit high‑quality documents, presentations, spreadsheets, and reports for internal and external distribution on behalf of the executive team. Compile data, conduct research, and organize information as requested to support executive decision‑making and project initiatives. Maintain organized electronic and physical filing systems for executive documents, contracts, correspondence, and records. Attend meetings with or on behalf of executives, take concise and accurate notes, and distribute clear summaries and action items to participants promptly. Event & Meeting Coordination Assist in the planning, coordination, and execution of executive meetings, leadership offsites, client events, and company‑wide special events. Manage all event logistics including venue coordination, catering, invitations, materials preparation, and on‑site support as needed. Coordinate travel arrangements for the executive team including flights, accommodations, ground transportation, and detailed itinerary preparation. Confidentiality & Special Projects Handle all sensitive and confidential information with absolute discretion and integrity, including personnel matters, financial data, legal documents, and business strategy. Assist with special projects, research assignments, and strategic initiatives as directed by any member of the executive team. Serve as a calm, professional, and reliable point of contact for the executive office in all internal and external interactions. Support cross‑executive coordination, ensuring that shared priorities and deliverables across the leadership team are tracked and followed through. Perform additional duties and special projects as assigned by the executive leadership team. Required Qualifications Bachelor’s degree required; Business Administration, Communications, or a related field preferred. Minimum of 5 years of proven experience as an Executive Assistant or senior administrative support professional. Demonstrated experience supporting multiple executives or a leadership team simultaneously. Experience in the construction, engineering, or professional services industry preferred. Advanced proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook; strong computer skills required across all platforms. Exceptional organizational skills with the ability to manage competing demands across multiple executives without losing accuracy or professionalism. Outstanding written and verbal communication skills with the ability to interact professionally at all organizational levels. Demonstrated ability to handle sensitive and confidential information with discretion, sound judgment, and integrity. Flexibility and adaptability to shifting priorities, urgent requests, and changing deadlines across a multi‑executive environment. #J-18808-Ljbffr