Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level support to leadership within the development and construction function. This long-term contract position is ideal for someone who excels at keeping complex schedules organized, preparing well-structured materials, and ensuring day-to-day administrative operations run smoothly. The role requires strong judgment, attention to detail, and the ability to coordinate across meetings, travel, and financial documentation with accuracy and consistency.

Responsibilities:
• Manage executive calendars by prioritizing appointments, resolving scheduling conflicts, and maintaining alignment with changing business needs.
• Organize meetings from start to finish, including coordinating attendees, securing meeting logistics, and preparing supporting materials in advance.
• Develop clear presentations and slide decks that effectively communicate information for leadership discussions and business updates.
• Arrange business travel plans, including itineraries, bookings, and schedule coordination to support efficient executive travel.
• Process invoices accurately and in a timely manner while maintaining organized records for administrative and financial tracking.
• Prepare and submit expense reports with careful attention to policy compliance, completeness, and deadlines.
• Support senior leaders with a broad range of administrative tasks that help streamline daily operations and improve responsiveness.
• Use tools such as Microsoft Excel, PowerPoint, Concur, and SharePoint to maintain documentation, reporting, and administrative workflows.• Prior experience providing administrative or executive-level support in a fast-paced business environment.
• Strong ability to manage complex calendars, coordinate meetings, and handle shifting priorities with professionalism.
• Demonstrated experience arranging travel and maintaining detailed itineraries for business leaders.
• Proficiency in Microsoft PowerPoint and Excel for preparing presentations, tracking information, and supporting reporting needs.
• Hands-on experience with expense reporting and invoice processing, including familiarity with Concur or similar platforms.
• Working knowledge of SharePoint and other administrative systems used for document organization and collaboration.
• Excellent written and verbal communication skills, with strong attention to detail and follow-through.