Executive Assistant

Job Description:

POSITION SUMMARY

The Executive Assistant provides high-level administrative, operational, and project support to the President, SVP, People and Culture, COO, and Senior Leadership Team. This position serves as a trusted, confidential resource, coordinating executive priorities, managing time-sensitive communications, preparing materials, tracking follow-up items, and supporting key business initiatives. The successful candidate must be highly organized, proactive, and dependable, able to work independently with sound judgment, discretion, and professionalism. As a visible representative of executive leadership, this role is expected to model the Veit Way and demonstrate professionalism, responsiveness, and sound judgment in interactions with employees, leaders, clients, vendors, and other stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Independently manage and prioritize competing executive requests, calendars, deadlines, and deliverables while balancing business urgency, confidentiality, and leadership priorities. Manage complex calendars, schedules, meeting logistics, and travel arrangements for executive leadership with a high degree of accuracy and responsiveness. Anticipate executive and organizational needs and proactively prepare materials, information, agendas, communications, and follow-up items with minimal direction. Oversee and coordinate strategic projects, ensuring alignment with business goals, on-time execution, and appropriate follow-through with internal and external stakeholders. Manage relationships with travel partners and related vendors, continuously seeking opportunities to improve efficiency, service quality, and cost savings. Manage reimbursements, travel card reports, and other financial processes for senior leaders and company owners, in accordance with company procedures. Act as a liaison between senior leaders and internal and external stakeholders, ensuring clear communication, timely responses, and appropriate follow-through on key initiatives. Prepare reports, presentations, correspondence, summaries, and meeting materials that are clear, accurate, professional, and tailored to the intended audience. Attend leadership meetings, coordinate agendas, document discussion items, capture meeting minutes, track decisions and action items, and follow up with relevant stakeholders. Lead or support special projects and process improvement initiatives to enhance operational efficiency and advance executive priorities. Maintain the highest level of confidentiality and exercise discretion, sound judgment, and professionalism when handling sensitive information about business, leadership, employees, or the company.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

A bachelor’s degree in Business Administration, Management, Communications, or a related field is preferred; an equivalent combination of education and relevant senior-level administrative or operational support experience may be considered. Seven or more years of experience providing administrative, operational, or project support to executive leaders; experience in construction, engineering, or related fields preferred. Uses discretion and sound judgment to prioritize work, recommend next steps, coordinate follow-up, and elevate when appropriate. Strong organizational, project coordination, and follow-through skills, with the ability to manage confidential, time-sensitive, and high-visibility work in a fast-paced environment. Excellent written and verbal communication skills, including the ability to prepare polished communications, reports, presentations, and meeting materials. High level of discretion, professionalism, judgment, and integrity in handling confidential information and in interactions with senior leadership, employees, owners, clients, vendors, and other stakeholders. Ability to anticipate needs, think critically, identify potential issues, recommend practical solutions, and follow through to completion. Experience planning and coordinating meetings, events, travel, logistics, technical requirements, and communications for senior leaders. Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and related collaboration tools.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES:

Experience supporting a president, CEO, COO, owner, executive team, or senior leadership group. Experience coordinating leadership, board, client-facing, or company events, including related travel, logistics, technical needs, and communications. Experience preparing presentations, reports, dashboards, correspondence, or other communications for executive leaders or stakeholders. Familiarity with construction, field operations, project-based business environments, or multi-location operations.

OTHER:

This is a full-time, exempt, and in-office position. Regular, reliable, and consistent availability during generally established business hours is an essential expectation of the role due to the senior leadership support provided and the time-sensitive nature of the work. The role requires the ability to manage priorities independently, exercise sound judgment, and adjust work hours as needed, including occasional evenings or weekends, to meet business needs.

PHYSICAL DEMANDS:

The physical demands described are representative of those required for any employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee frequently communicates with employees and clients and must be able to exchange accurate information. Additional functions include standing and/or sitting in a stationary position for extended periods of time; using a computer/laptop in an office environment with natural and/or fluorescent lighting (50%+); navigating between office building floors; regularly attending off-site meetings or events; and lifting up to 35 lbs. unassisted.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employees may encounter while performing the essential functions of this job. Most of the time, the work is performed in an office environment; however, occasional job-site travel is required. The employee frequently works both alone and with others. The employee may occasionally encounter high noise levels when visiting job sites, but hearing protection is provided and required. Additional Job Description: Base Compensation: $85,000 - $95,000 The base salary range may vary depending on geographic location, applicant skills, and prior relevant experience. We offer our full-time employees a comprehensive benefits package that includes medical, dental, and vision plans, life insurance, disability coverage, retirement plans with matching contributions, and generous paid time off. Additionally, we provide profit sharing, tuition reimbursement, and an employee assistance program. Who Are We? Veit is one of the country’s leading specialty contractors, with nearly a century of experience and the best people in the industry. We specialize in foundations, earthwork, utilities, marine services, industrial cleaning, cured‑in‑place pipelining, and waste disposal. We pride ourselves on our relentless pursuit to push the construction industry forward and deliver for our customers. Our modern fleet of iron, diverse expertise, and unmatched determination allow us to successfully tackle some of the largest and most complex projects across every sector while also living out our values every day. Our company culture is one where everyone pitches in to get the job done, regardless of job title or seniority. We do everything we can to maintain an atmosphere where family comes first. We want every one of our employees to look forward to each day at work and make it home safe and happy at the end of the day. Never settle, dig deeper Our Core Values Deliberately Safe We believe all safety incidents are avoidable when everyone operates with a deliberate mindset. We are deliberately proactive and thorough in training and job planning. We are deliberately safe in our everyday operations and decision-making. Build with Intention We build with intention. Whether in the office or the field, we work with grit and determination toward a better future for everyone involved. We leave things better than we found them, and never leave a job until we’re proud to put the Veit name on it. Leaders Dig First Egos have no place at Veit. We expect everyone on our team to dig in with a leadership mentality. That means being willing to jump in, take ownership, and get mud on our boots — especially when times get challenging. Real Relationships Like our work, we approach relationships authentically, with a long-term mindset. Whether you’re a client partner, vendor, or team member, we make an effort to build a more meaningful connection with you by communicating with respect and honesty. Integrity in Everything As part of the Veit family, everything we do and say reflects on this entire company. We act with integrity, which means treating others just as we want to be treated, doing the right thing, and holding ourselves accountable. VEIT IS AN EQUAL OPPORTUNITY AFFIRMATIVE ACTION EMPLOYER, INCLUDING VET/DISABILITY #J-18808-Ljbffr Veit