Executive Assistant - Operations

Job Description

Job Description

Description:

Who we are:

At Habitat for Humanity, we bring people together to build homes, communities, and hope. We believe in a world where everyone deserves a decent place to live. As a nonprofit housing organization, we partner with families in need of affordable homeownership—helping them build and purchase safe, energy-efficient homes. Through partnership hours, financial education, and affordable mortgages, we empower families to achieve strength, stability, and self-reliance through shelter.

As a member of the Habitat team, you’ll play a direct role in transforming lives and strengthening communities. We hold high standards for performance and integrity, but our culture is grounded in humility, collaboration, and a deep commitment to our mission. If you’re passionate about making a meaningful impact through the power of homeownership, read on!

What you’ll do:

As the Executive Assistant to our Chief Operations Officer (COO), you’ll provide high-level administrative and operational support to the COO, enabling the executive to focus on strategic priorities across field operations, project delivery, safety, and construction leadership. This role requires discretion, sound judgment, and the ability to manage competing priorities in a fast-paced, deadline-driven construction environment.

Key Responsibilities:

Calendar & Schedule Management

• Manage a complex, frequently changing calendar spanning jobsite visits, executive meetings, client engagements, and board-related sessions.
• Proactively resolve scheduling conflicts and prioritize time based on business impact.
• Coordinate travel logistics for jobsite visits, regional offices, and industry events, including itineraries, lodging, and site access requirements.

Communication & Correspondence

• Draft, proofread, and manage correspondence, presentations, and reports on behalf of the COO.
• Serve as a liaison between the COO and project executives, superintendents, subcontractors, clients, and corporate leadership.
• Screen and prioritize calls, emails, and requests; respond or redirect as appropriate.

Meeting & Project Coordination

• Prepare agendas, materials, and minutes for leadership meetings, operations reviews, and project status updates.
• Track action items and follow up with department heads/project teams to ensure deadlines are met.
• Coordinate cross-functional meetings involving Preconstruction, Safety, Estimating, Project Management, and Field Operations teams.

Document & Data Management

• Organize and maintain confidential files, contracts, and operational reports.
• Assist in compiling data for KPIs, project dashboards, and executive-level operational reports.
• Support budget tracking, expense reports, and invoice processing related to the COO’s office.

Office & Event Management

• Plan and coordinate internal events, leadership offsites, jobsite tours, and industry conferences.
• Manage office supplies, vendor relationships, and administrative budgets for the executive office.
• Support onboarding coordination for new leadership hires within Construction Operations.

Special Projects:

• Conduct research and prepare briefing materials on industry trends, competitors, or regulatory changes affecting construction operations.
• Assist with special initiatives such as safety program rollouts, process improvement. projects, or technology implementations.
• Handle ad hoc projects and confidential assignments as directed by the COO.

Requirements:

Who you are:

• A minimum of 5+ years of experience as an Executive Assistant supporting C-level or senior operations leadership.
• Excellent verbal and written communication skills to engage with candidates and stakeholders effectively.
• High level of discretion and professionalism when handling confidential/sensitive information.
• Exceptional organizational and project management skills with the ability to manage multiple priorities under tight deadlines.
• Demonstrated commitment to fostering a culture of respect and belonging for individuals of all identities and backgrounds.
• Proficient in Microsoft Office Suite (e.g, Outlook, Word, Excel, Powerpoint).

Preferred Qualifications

• Bachelor’s degree in Business Administration, Construction Management, or related field.
• Experience in construction, engineering, real estate development, or a related industry strongly preferred.
• Experience supporting operations across multiple concurrent construction projects or regions.
• Notary Public certification.

What we offer:

• Generous benefits, medical, dental, and vision insurance, 14 paid company holidays, flexible vacation, sick leave, paid family leave, flexible spending account, health savings account, life and disability insurance; Employee Assistance Programs; and 403(b) and SEP savings plans.
• Vibrant company culture with a focus on innovation and growth.
• Projects you work on have high visibility and directly impact the families we serve.

The compensation information below is provided in compliance with all applicable disclosure requirements. Base Pay Range: $24.75/hr – $27.40/hr. Actual base pay will depend on varying circumstances, including the position, location, individual qualifications, market finances, and other operational business needs.

At Habitat for Humanity, we embrace a history rooted in creating equity – we take our principles seriously by courageously committing to a culture and workplace where all staff feel safe, welcome, visible, respected, supported, and valued.