Executive Assistant - Operations

Executive Assistant - Operations

Gilbert, AZ

Job Title: Executive Assistant (Operations) Company: Loenbro, LLC Business Unit/Department: Operations Location: Gilbert, AZ Reports to: VP of Operations Employment Type: Full-Time FLSA Classification: Exempt

About Loenbro Loenbro is a trusted, long-term construction lifecycle partner to thousands of customers across the U.S. Our market spans all industries and our service offerings include Critical Electrical, Mechanical & Structural, Soft Crafts, Inspection, Underground Maintenance and Installation, and Fabrication. Our expertise lies in simplifying the complex and establishing long-standing relationships with our partners. We have a national presence but a local approachevery customer benefits from our capabilities and our care.

At Loenbro, we don't just offer jobswe build careers grounded in integrity, teamwork, excellence, and purpose. Join a team where your expertise is valued, your growth is supported, and your work helps maintain and enhance the critical infrastructure that powers communities across the nation.

About the Role We're looking for a highly organized, proactive Executive Assistant to support our operations leadership. This role goes beyond traditional administrative supportyou'll be a strategic partner who helps keep operational initiatives on track, manages complex logistics, and serves as a trusted right hand to leadership. The ideal candidate thrives in a fast-paced environment, anticipates needs before they're voiced, and brings sound judgment to ambiguous situations.

What You'll Do

• Executive & Calendar Support
• Manage complex calendars, scheduling, and travel logistics for the operations leadership team
• Prioritize and triage meeting requests, emails, and competing demands with sound judgment
• Prepare briefing materials, agendas, and follow-up notes for key meetings

Operations Coordination

• Track and follow up on action items from operational meetings to ensure deadlines are met
• Support project coordination across cross-functional teams, monitoring timelines and flagging risks
• Maintain and improve internal processes, templates, and documentation for operational workflows
• Assist with budget tracking, expense reports, and vendor/contract management

Communication & Stakeholder Management

• Serve as a liaison between operations leadership and internal teams, external partners, and vendors
• Draft, edit, and proofread correspondence, reports, and presentations
• Handle sensitive and confidential information with discretion

Event & Meeting Logistics

• Plan and execute internal meetings, offsites, and team events
• Coordinate logistics for board meetings or leadership reviews, including materials preparation

What You Bring

• 3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership, ideally in operations
• Exceptional organizational skills with the ability to juggle multiple priorities under tight deadlines
• Strong written and verbal communication skills
• Proficiency in productivity and collaboration tools (e.g., Google Workspace/Microsoft Office, project management platforms like Asana or Monday.com, calendar tools)
• A high degree of discretion and professionalism when handling confidential information
• Strong problem-solving skills and the ability to work independently with minimal oversight
• A proactive, "no task too small" mindset paired with the ability to think strategically

Key Responsibilities

• Meeting & Leadership Support
• Manage meeting schedules and logistics.
• Coordinate and develop agendas for regional leadership meetings.
• Capture action items, assign owners, and track deliverables from key discussions.
• Help ensure accountability and follow-through on commitments.
• Organize and maintain regional documentation, repositories, and shared resources.

Communication & Change Management

• Communicate important updates from leadership to the broader regional team.
• Help ensure messaging is clear, consistent, and understood to minimize confusion and rumors.
• Serve as a resource for common questions regarding office operations, workspace needs, onboarding, and new hire guidance.
• Support leadership communication efforts and employee engagement initiatives.

Reporting & Operational Support

• Gather and consolidate data from various departments to provide leadership updates and visibility into ongoing issues.
• Develop recurring reports, dashboards, and status updates as needed.
• Research, analyze, and help solve operational challenges identified by regional leadership.
• Track key initiatives and provide updates on progress, risks, and action plans.

Work Environment:

• Indoor office setting with controlled temperature.
• Potential visits to outdoor industrial sites with exposure to weather extremes.
• Potential exposure to noise, dust, chemicals, or other environmental factors.
• Travel requirements: TBD

This role requires compliance with all applicable safety regulations, personal protective equipment (PPE) requirements, and Loenbro's Environmental Health and Safety (EH&S) policies.

Benefits Loenbro offers a competitive salary, comprehensive benefits package, and rewards to those who join our team:

• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• Paid time off (PTO) and holiday pay
• Life and disability insurance
• Professional development and training opportunities
• Employee assistance program (EAP)
• Benefits eligibility may vary based on employment classification and hours worked.

Guided by Core Values (LEAD), grounded in grit and a commitment to excellence, Loenbro betters our families, customers, and local communities. If you're ready to be part of a company that LEADS by: Living with Integrity, Exceeding Expectations, Acting with Urgency, Delivering Excellence