Executive Assistant

McKissack Construction (Headquarters NYC) is the oldest minority-owned professional design and construction firm in the United States, with over 120-years of experience. As a family-owned business, we pride ourselves on our commitment to excellence in planning, design, and construction across more than 6,000 projects while contributing positively to the communities we serve. POSITION TITLE Administrative Assistant to the COO REPORTS TO Chief Operating Officer POSITION OVERVIEW The Administrative Assistant provides high-level administrative and executive support to senior leadership while ensuring the efficient operation of the executive office and project administration functions. This role requires exceptional organizational skills, sound judgment, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced construction management environment. The Administrative Assistant serves as a trusted partner to executive leadership by coordinating complex schedules, preparing executive communications, managing project documentation, supporting meetings and presentations, and facilitating communication between executives, project teams, clients, consultants, and external stakeholders. PRINCIPAL RESPONSIBILITIES Provide comprehensive administrative support to executive leadership and project executives. Manage complex executive calendars, meetings, appointments, and scheduling priorities. Coordinate executive travel arrangements, itineraries, accommodations, and expense reporting. Prepare confidential correspondence, reports, presentations, meeting agendas, and executive-level communications. Coordinate executive meetings, leadership meetings, client meetings, and Board presentations, including preparing meeting materials and recording meeting minutes when necessary. Serve as a liaison between executives, project teams, clients, consultants, contractors, and vendors. Screen telephone calls, emails, and visitors while exercising sound judgment regarding priorities and confidentiality. Maintain confidential executive files, contracts, project documentation, and corporate records. Prepare, edit, proofread, and distribute reports, spreadsheets, presentations, organizational charts, and other business documents. Monitor executive action items and ensure timely follow-up on assignments and project deliverables. Maintain databases related to Contractor Applications for Payment, Insurance Certificates, Certified Payroll, MBE/WBE documentation, consultant agreements, and project correspondence. Assist with preparation and coordination of Monthly Construction Reports and executive project updates. Coordinate conference room scheduling, executive meetings, client events, and project-related functions. Maintain daily records of executive and project leadership availability. Support contract administration by organizing project documentation, change orders, submittals, correspondence logs, and document control. Maintain electronic and hard copy filing systems while ensuring document accuracy and retention compliance. Handle highly confidential and sensitive information with professionalism and discretion. Identify opportunities to improve administrative processes, workflows, and operational efficiencies. Support special projects and strategic initiatives assigned by executive leadership. Perform other duties as assigned. QUALIFICATIONS High School Diploma or Equivalent; Associate degree with equivalent experience preferred Minimum of 5-years of progressively responsible administrative experience Construction management, engineering, architecture, or professional services industry experience preferred. Experience supporting multiple executives in a fast-paced environment. Exceptional organizational and project coordination skills. Excellent verbal and written communication skills. Demonstrated ability to exercise sound judgment and maintain strict confidentiality. Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, Zoom). Experience with document management systems and construction project software is preferred. Strong analytical, problem-solving, and critical thinking abilities. Ability to prioritize multiple competing deadlines with minimal supervision. Professional demeanor with exceptional customer service and interpersonal skills. KNOWLEDGE, SKILLS & ABILITIES Executive calendar management Meeting and event coordination Board and executive meeting preparation Confidential records management Document control and records retention Contract and project administration support Strong organizational and time management skills #J-18808-Ljbffr