Executive & Project Assistant

Job Description

Job Description

Executive & Project Assistant Summary We are seeking a highly organized, proactive, and detail-oriented Executive & Project Assistant to work directly with company leadership and provide support across executive, personal, administrative, and project-related responsibilities. This role is ideal for someone who is dependable, organized, and comfortable keeping track of many moving pieces. The right person will help bring structure to a fast-moving environment by managing schedules, organizing communication, tracking follow-ups, maintaining project documentation, and ensuring important details do not fall through the cracks. This is not a senior operations or construction management role. Construction experience is not required. However, the person in this role must be comfortable supporting projects through strong organization, clear communication, and consistent follow-through. Role Overview In this role, you will serve as a direct support person to leadership while also assisting with project documentation and compliance tracking. You will help manage calendars, appointments, communication, task lists, vendor research, and administrative follow-ups. On the project side, you will help keep project files organized, track required documents, monitor contract-related items, and help ensure compliance records and project information are complete and easy to access. This role requires someone who can take information, organize it, follow up on it, and keep things moving without needing constant reminders. The goal is to help leadership stay focused while ensuring administrative and project-related details are being tracked properly. Core Areas of Responsibility

Executive & Personal Support You will support day-to-day executive and personal administrative needs, including calendar management, scheduling, appointments, travel coordination, vendor research, personal errands or administrative tasks, and general follow-up. You may also help monitor emails, messages, and requests to identify items that need attention, organize priorities, and ensure important tasks are not missed. Project Documentation & Compliance Support You will help maintain organized project files and track important project-related documentation. This may include contracts, insurance certificates, safety documents, client requirements, vendor information, project contacts, and other records needed to keep projects organized. You will help ensure documents are properly saved, named, updated, and easy to find. You will also assist with tracking deadlines, missing documents, pending items, and follow-ups related to active projects. Project Administrative Support You will assist with basic project coordination by helping track open items, organize project information, and follow up on assigned tasks. This may include maintaining project checklists, updating trackers, organizing meeting notes, and helping leadership stay informed on what still needs to be completed. This is a support role, not a project manager position. However, the person must be able to think ahead, ask good questions, and keep project information organized. Purchasing & Expense Documentation You may assist with purchasing materials, equipment, or supplies as needed. This includes helping document purchases, save receipts, track expenses by project, and keep records organized for internal review. Administrative Follow-Up You will help ensure communication, requests, documents, and tasks are followed through from start to finish. This includes keeping clean lists, updating trackers, confirming completion of assigned items, and making sure leadership has visibility on what is pending. What Success Looks Like Success in this role means that leadership feels supported, priorities are organized, and project information is easy to find. Calendars are managed, follow-ups are tracked, documentation is clean, and open items are not forgotten. The right person will bring order to a busy environment. They will be proactive, trustworthy, responsive, and able to manage details without becoming overwhelmed. Ideal Candidate The ideal candidate is: - Highly organized and detail-oriented - Proactive and comfortable following up - Able to manage confidential business and personal information - Strong with calendars, email, documents, and task tracking - Comfortable working in a fast-paced environment - Able to communicate clearly and professionally - Reliable, consistent, and trustworthy - Comfortable supporting both business and personal administrative needs - Able to organize information even when things are moving quickly - Willing to learn project documentation and compliance tracking Experience Preferred - Prior experience as an executive assistant, administrative assistant, office assistant, project assistant, or coordinator - Experience managing calendars, emails, files, documents, and follow-ups - Experience with Google Workspace, Microsoft Office, spreadsheets, or project/task tracking tools Position Type This role may include a mix of executive support, personal assistant duties, administrative organization, and project documentation support. The responsibilities may shift based on business needs, so flexibility and follow-through are important.