Executive Administrative Assistant

Job Title: Executive Administrative Assistant Job Status: Full-Time FLSA Status: Non-Exempt Pay Grade: $55,000 – $70,000 DOE Reports To: President Location: Englewood, Colorado Amount of Travel Required: Minimal – as needed Schedule: Monday through Friday. From 7:00am to 5:00pm, hours & days can vary based upon workload and business needs. 401(k) Retirement plan, 401(k) matching Health Insurance Health Savings Account (HSA) Vision Insurance Free Life Insurance/AD&D – Employer paid Voluntary Insurance: Accidental, Critical and additional Life Insurance/AD&D Paid Time Off (PTO) Paid Sick Leave (PSL) Company Overview Elite Surface Infrastructure (ESI), based in Englewood, CO, is a leading self-performing civil contractor serving Colorado since 1998. ESI specializes in Underground Utilities, Milling, Asphalt, Paving, Grading, Concrete, and Earthwork for commercial, municipal, and federal projects. Position Summary The Executive Administrative Assistant provides dedicated administrative support directly to the President while assisting the Administrative Executive Manager as needed. This role is responsible for managing the President’s daily calendar, coordinating meetings, drafting correspondence, running recurring reports, preparing documents, and supporting general office operations. The position may also provide support to leadership teams within Business Development, Estimating, and Operations. This role requires a highly organized, detail-oriented, and professional individual who can manage multiple priorities, maintain strict confidentiality, and ensure the President’s day-to-day administrative needs are handled efficiently and accurately. Key Responsibilities Manage and maintain the President’s calendar, including scheduling meetings, updating appointments, resolving conflicts, and ensuring accurate, up-to-date daily agendas Prepare and deliver a daily agenda summary for the President and ensure adequate preparation time prior to meetings and commitments Send calendar invites, meeting reminders, and confirm meeting logistics including time, location, and attendees Monitor calendar conflicts and adjust schedules promptly in response to changes or cancellations Remind the President of upcoming deadlines, commitments, and key dates Draft, proofread, and format routine correspondence including emails, letters, and Maintain logs to track incoming and outgoing communications, follow-ups, and pending action items Assist with printing, assembling, distributing, and delivering outgoing correspondence and internal documents to appropriate departments and staff Maintain professionalism and confidentiality in all communications and interactions Coordinate and support meetings including reserving rooms, setting up AV equipment, and preparing materials Prepare and distribute meeting agendas in advance; attend meetings as directed and record accurate minutes Distribute meeting notes and track action items, following up with internal staff as needed Coordinate virtual meetings using Microsoft Teams, Zoom, or similar platforms Format, proofread, print, and bind reports, presentations, and documents to ensure accuracy and consistency Create and update spreadsheets, reports, and PowerPoint presentations as instructed Maintain organized digital and physical filing systems with clearly labeled and accessible records Ensure all documents are completed accurately, submitted on time, and stored according to company standards Enter, update, and maintain data in spreadsheets, databases, and contact lists with a high level of accuracy Track and log expense receipts and financial information as directed Organize and maintain digital file structures and archive completed records in accordance with company policies Support Administrative Executive Manager with coordinating executive travel Compile and organize travel packets, itineraries, and supporting documentation for executive travel Support travel changes, cancellations, and post-travel expense reporting Support Administrative Executive Manager with event-related tasks and execution Assist with coordination and execution of company events, meetings, and luncheons including setup, logistics, and materials Manage RSVPs, attendee lists, catering coordination, and event logistics as assigned Run and distribute daily, weekly, and monthly reports for the President and maintain reporting schedules Conduct research and compile information into organized summaries and reports Assist in preparing presentation materials and executive reporting documents Maintain strict confidentiality of all executive, financial, and personnel information Handle sensitive information with discretion and professionalism at all times Represent the President’s office professionally with internal staff, vendors, and external clientele Perform general administrative duties including filing, scanning, copying, document delivery, office supply ordering and inventory maintenance, and visitor support Answer and route incoming phone calls and greet/direct visitors appropriately Perform additional duties as assigned to support executive and office operations Qualifications Education: Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred Experience: 1–3 years of administrative, executive assistant, or office support experience Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and scheduling tools Experience with Microsoft Teams, Zoom, or similar platforms preferred Strong organizational, time management, and multitasking abilities Excellent written and verbal communication skills with a professional tone High attention to detail and accuracy in all work products Ability to handle confidential information with discretion and integrity Requirements Valid driver’s license Pass background check and drug screening Strong reliability, professionalism, and follow-through Ability to manage multiple priorities in a fast-paced environment Physical Demands Primarily office-based with frequent computer use Occasional lifting up to 25 lbs Frequent sitting, document handling, and general office activity Office environment supporting executive leadership and multiple departments High level of coordination across internal teams and external contacts Equal Opportunity and E-Verify participating employer Reasonable accommodation available as needed Note This job description outlines primary duties and expectations but is not exhaustive. ESI may revise or assign additional duties as needed. This is not a contract of employment. Compliance Statement This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered contractors take affirmative action to employ and advance individuals without regard to these protected characteristics. Equal Opportunity Employer, including disabled and veterans. #J-18808-Ljbffr Elitesi