Executive Assistant

About the Role

We are a growing construction company seeking a highly organized, technologically advanced Executive Assistant to support our President and Vice President. This is a critical role that requires strong judgment, exceptional prioritization skills, and the ability to operate independently in a fast-paced, project-driven environment.

The Executive Assistant will serve as an extension of executive leadership—managing priorities, coordinating schedules, handling office operations, and reviewing and summarizing large amounts of information so leadership can focus on building projects and driving results.

Key Responsibilities

• Manage and synchronize calendars for the President and Vice President, including meetings, job-site visits, and travel.
• Prioritize executive tasks and deadlines, maintaining clear action lists and follow-ups using Asana .
• Track deadlines, follow up with internal teams, and ensure critical items are completed on time.
• Review, read, and analyze large volumes of information (emails, reports, schedules, budgets, proposals, contracts).
• Summarize key issues and decisions and communicate them clearly—often verbally over the phone while the President is on job sites.
• Order office supplies and coordinate office services, including cleaning staff and vendors.
• Handle ordering and coordination of office furniture and equipment as needed.
• Prepare executive summaries, trackers, and reports using Microsoft Office (Outlook, Excel, Word, PowerPoint) .
• Act as a liaison between executive leadership and project managers, superintendents, estimators, and office staff.
• Maintain confidentiality and professionalism at all times.

Required Qualifications

• Proven experience as an Executive Assistant or similar high-level administrative role.
• Advanced proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) .
• High proficiency in Asana for task tracking, prioritization, and deadline management.
• Exceptional organizational and time-management skills.
• Strong reading comprehension and analytical skills, with the ability to quickly summarize complex information.
• Excellent verbal communication skills, especially for phone-based briefings.
• Ability to manage shifting priorities in a fast-paced construction or project-based environment.

Preferred Qualifications

• Experience in construction, engineering, real estate development, or a similar industry.
• Familiarity with construction terminology, job-site workflows, and project schedules.
• Experience reviewing contracts, budgets, or operational reports.

What Success Looks Like in This Role

• Executive priorities are clear, organized, and completed on time.
• Calendars run smoothly with minimal conflicts or last-minute issues.
• Leadership receives concise, accurate information while on job sites.
• Office operations and vendors are handled efficiently without executive involvement.