Executive & Personal Assistant

Are you a highly organized, proactive professional who excels at keeping a busy executive focused on what matters most? We are seeking an exceptional Executive & Personal Assistant to serve as a trusted partner the President of a Construction Management company in Scarborough, ME. This role extends beyond traditional administrative support and requires someone who can proactively manage communications, maintain systems and processes, and help drive both business and personal priorities forward. The ideal candidate will be able to excel in this role without daily management over tasks and responsibilities, and will have experience supporting a busy executive.

Key Responsibilities:

Executive Partnership & Strategic Support

• Serve as a trusted right-hand partner to the President, helping manage competing priorities across business and personal commitments.
• Anticipate needs, identify potential issues before they arise, and proactively implement solutions.
• Collaborate closely with the President to develop and maintain systems that improve organization, communication, and overall efficiency.
• Follow up on key initiatives and action items, ensuring accountability and completion.

Inbox & Communication Management

• Collaborate with the President to manage his email inbox, maintaining organization, prioritization, and responsiveness.
• Manage incoming voicemails and maintain an up-to-date call list, flagging critical or time sensitive items.
• Draft, edit, and send professional correspondence on behalf of the President, effectively serving as a ghostwriter while maintaining his voice and communication style.
• Develop and maintain systems for email management, filing, and tracking action items, ensuring important communications never fall through the cracks.

Calendar & Priority Management

• Manage a frequently evolving calendar of business and personal commitments.
• Coordinate meetings, schedule appointments and manage logistics while strategically managing the President's time and priorities.
• Proactively manage and resolve scheduling conflicts.

Administrative & Office Support

• Maintain organized digital filing systems and ensure documents are properly scanned, categorized, and stored.
• Assist with office administration and special projects as needed.
• Collaborate with the Office Administrator to plan team outings and events as needed.

Personal Task Management

• Partner with the President to manage personal priorities, errands, and appointments, including important school events / priorities for his children.
• Assist with ad hoc tasks relating to the Presidents personal properties and other personal ventures.
• Provide flexible support that allows the President to stay focused on high-value priorities across all areas of responsibility.

Travel & Logistics

• Coordinate business and personal travel, including flights, accommodations, transportation, itineraries, and related logistics.
• Ensure seamless execution of travel plans while proactively addressing potential issues.

Required Skills & Qualifications

• Exceptional written and verbal communication skills.
• Strong email management and professional writing abilities, including drafting correspondence on behalf of an executive.
• Proven ability to prioritize, organize, and manage multiple ongoing tasks.
• High level of discretion and professionalism when handling confidential information.
• Advanced proficiency with Microsoft Office Suite and digital productivity tools.
• Strong attention to detail and follow-through.
• Ability to work independently, anticipate needs, and solve problems proactively.
• Flexible, adaptable, and comfortable working in a fast-paced environment with changing priorities.
• Experience in the construction industry or adjacent industry is a bonus.

Experience

An associates degree in business administration or a related field is preferred, or a high school diploma with 3 years experience as a Personal / Executive Assistant. Pay is commensurate with experience.

Travel

Occasional, mostly local travel

Job Type

This position is being considered for both part time and full time for the right candidate. Benefits & compensation will vary based on hours worked per week.