Executive Assistant
Job Summary
This high-visibility role is essential in maintaining organizational efficiency, managing complex schedules, and supporting construction-specific administrative functions. If you're proactive, highly organized, and thrive in a fast-paced environment, you will play a key part in streamlining operations and ensuring project continuity.
Responsibilities
- Manage and optimize the President’s daily, weekly, and monthly calendar across both divisions.
- Develop and maintain systems for task prioritization, deadline tracking, and workflow organization, while proactively identifying process improvements.
- Coordinate meetings, travel arrangements, and daily priorities, ensuring smooth scheduling.
- Draft, format, and proofread professional correspondence with clients, general contractors, and vendors.
- Screen calls and emails, triaging urgent matters and routing routine items appropriately.
- Prepare meeting agendas, take detailed notes, and track follow-up actions to ensure timely completion.
- Maintain strict confidentiality on sensitive financial, personnel, and client information.
- Handle construction administration tasks, including issuing change orders, proposals, RFIs, and submittals using company templates.
- Manage lien waivers—conditional, unconditional, partial, and final—and oversee pay applications.
- Track accounts receivable, follow up on outstanding invoices following company SOPs, and coordinate documentation with project managers and accounting via QuickBooks Online.
- Organize and version-control project files, contracts, drawings, and documentation related to construction projects.
- Oversee the office environment—manage supplies, vendor relationships, and organize insurance certificates, W-9s, and prequalification documents.
- Support consulting activities such as owner’s representation deliverables, compliance tracking, and inspection coordination.
- Assist with onboarding new hires and subcontractors, ensuring smooth integration.
- Perform additional duties to support company growth and executive priorities as needed.
Requirements
- 3 to 7 years of experience as an Executive Assistant, Project Administrator, or Office Manager, with strong preference for commercial construction industry experience.
- Proficiency in QuickBooks Online, with the ability to navigate, enter data, and generate reports independently.
- Advanced skills in Microsoft Excel, including formulas, formatting, and pivot tables; comfortable working within established templates.
- Proficiency in Microsoft Word and Outlook.
- Familiarity with construction documentation, including change orders, lien waivers, RFIs, submittals, and pay applications.
- Excellent verbal and written communication skills, with a personable and outgoing demeanor.
- Highly responsible, self-motivated, and able to manage multiple priorities independently.
- Strong organizational skills with a keen eye for detail.
- Discretion and sound judgment when handling confidential information.
- Comfortable using AI tools such as ChatGPT, Copilot, or similar to enhance productivity and workflows.
- Reliable transportation and a valid Texas driver’s license.
- Bilingual in English and Spanish is a plus.
- Experience supporting a small-business owner or executive is preferred.
- Familiarity with construction project management software (Procore, Sage, Bluebeam, or similar) and AR/collections processes is advantageous.