Executive Assistant

Job Description

Job Description

Executive Assistant

Position Summary

Our client is seeking a highly organized, proactive, and professional Executive Assistant to provide administrative and organizational support to the company's Owner, General Manager, and Project Managers. This individual will serve as a key point of coordination across leadership and project teams, helping ensure schedules, communications, documentation, and day-to-day administrative needs are handled efficiently.

The ideal candidate is a strong communicator who can manage multiple priorities, maintain confidentiality, anticipate needs, and work independently in a fast-paced environment.

 

Key Responsibilities

• Provide direct administrative and executive support to the Owner, General Manager, and Project Managers.
• Manage calendars, meetings, appointments, and scheduling for leadership and project personnel.
• Coordinate internal and external meetings, including preparing agendas, taking notes, and tracking follow-up items.
• Prepare, format, and organize reports, presentations, correspondence, spreadsheets, and other business documents.
• Handle email and phone communications professionally and ensure important requests are routed appropriately.
• Assist Project Managers with administrative tasks, documentation, project files, and follow-up activities.
• Maintain organized electronic and physical records, contracts, correspondence, and other confidential company documents.
• Coordinate communication between leadership, employees, customers, vendors, and other business partners.
• Track deadlines, action items, and deliverables to help keep leadership and project teams on schedule.
• Assist with travel arrangements, meeting logistics, expense reports, and other executive needs as required.
• Support special projects and other administrative initiatives assigned by company leadership.
• Maintain a high level of confidentiality when handling sensitive company, employee, customer, and business information.
• Identify administrative needs proactively and help improve organization, communication, and workflow.

   

  Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Administrator, Project Coordinator, or similar role.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently, prioritize tasks, and anticipate the needs of leadership.
• Professional demeanor and strong interpersonal skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to handle confidential and sensitive information with discretion.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Experience supporting executives, managers, or project teams is highly preferred.
• Construction, contracting, engineering, or project-based industry experience is a plus.

 

Compensation

$30–$35 per hour, depending on experience.

 

Ideal Candidate

The ideal candidate is someone who is organized, dependable, detail-oriented, and proactive. They should be comfortable working directly with senior leadership while also coordinating with Project Managers, employees, customers, and vendors.

This is a hands-on position for someone who can take ownership of administrative responsibilities, stay ahead of deadlines, communicate effectively, and keep leadership organized and informed.