Senior Executive Assistant

We are a subcontractor company in the construction industry seeking a highly organized, proactive, and dependable Senior Executive Assistant to support the director of project management and assist with key administrative, financial, and operational functions. The Executive Assistant will serve as a trusted administrative partner to the Project Manager and company leadership. This position requires excellent judgment, strong follow-through, financial awareness, and the ability to manage competing priorities in a fast-paced construction environment.

The successful candidate will be comfortable coordinating with project managers, field personnel, general contractors, vendors, subcontractors, and internal departments. This role is ideal for someone who takes initiative, anticipates needs, protects confidential information, and brings structure and accountability to daily operations.

Key Responsibilities

• Provide high-level administrative support to the Senior Project Manager and executive leadership.
• Manage calendars, appointments, meetings, deadlines, and follow-up activities.
• Organize project-related correspondence, documents, reports, and electronic files.
• Draft and prepare professional emails, letters, meeting agendas, presentations, and internal communications.
• Track action items and ensure deadlines, commitments, and follow-up tasks are completed.
• Assist with project budgets, invoicing, purchase orders, expense reports, cost tracking, and other financial documentation.
• Review invoices and supporting documents for accuracy and route them for approval.
• Coordinate with project managers, superintendents, estimators, accounting staff, vendors, subcontractors, and general contractors.
• Assist with contract administration, change-order documentation, project closeout materials, and compliance records.
• Maintain organized records for active and completed construction projects.
• Schedule internal and external meetings and prepare supporting materials.
• Assist with vendor communication, material orders, deliveries, and project-related administrative requests.
• Handle confidential business, employee, financial, and project information with discretion.
• Identify scheduling conflicts, missing information, and potential administrative issues before they affect project operations.
• Support special projects and other business needs assigned by the Senior Project Manager or executive leadership.

Required Qualifications

• Prior administrative, executive support, project coordination, or accounting experience within the construction industry.
• Experience supporting a senior project manager, executive, owner, or other senior-level leader.
• Bachelors degree in Accounting, Business Administration, Construction Management, or a related field preferred. Equivalent professional experience will be considered.
• Strong understanding of general business operations, budgeting, invoicing, expense tracking, and financial processes.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and prioritization abilities.
• Ability to manage multiple assignments independently in a deadline-driven environment.
• High level of accuracy, attention to detail, and professional judgment.
• Strong problem-solving skills and the ability to anticipate business needs.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with construction accounting, document-management, or project-management software.

Preferred Qualifications

• Experience working for a commercial sub-contractor.
• Familiarity with drywall, metal framing, tenant improvement, or related commercial construction operations.
• Experience with construction contracts, purchase orders, change orders, lien releases, certified payroll, or project closeout documentation.
• Advanced Microsoft Excel skills.
• Experience using software such as Procore, Sage, Viewpoint, Bluebeam, PlanGrid, or similar platforms.

Skills and Competencies

• Professionalism and discretion
• Initiative and accountability
• Financial and business awareness
• Strong follow-through
• Clear and professional communication
• Ability to work effectively with field and office personnel
• Adaptability in a fast-paced environment
• Exceptional attention to detail
• Ability to remain composed while managing changing priorities

Work Environment

This is a full-time, on-site position based in East Rancho Dominguez, California. The role requires regular interaction with project managers, field personnel, vendors, general contractors, and company leadership.

We are an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.