Executive Assistant - Construction

Overview

We’re looking for a Executive Assistant - Construction to join our dynamic team in our Melbourne office. The Executive Assistant provides high-level administrative and operational support to the Senior Vice President (SVP) of a leading construction firm. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, project-driven environment. The Executive Assistant serves as a key liaison between the SVP, project teams, clients, and other executives, ensuring smooth communication and efficient execution of daily responsibilities. Procore experience is required.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:• Maintain the SVP’s professional calendar, coordinating internal and external meetings, project reviews, and client appointments.• Manage travel logistics, including flight, hotel, and ground transportation arrangements for project site visits, conferences, and client meetings.• Prepare and process expense reports and track budgets related to travel, meetings, and departmental activities.• Screen and prioritize calls, emails, and correspondence for the SVP, exercising sound judgment and discretion.• Draft, proofread, and edit letters, presentations, proposals, and project communications.• Coordinate with project management, business development, marketing, and finance teams to support departmental initiatives and deliverables.• Prepare and compile materials for executive meetings, board presentations, and client proposals.• Assist in tracking project milestones, key deliverables, and follow-up actions for the SVP’s oversight.• Maintain confidentiality in all business and personnel matters.• Support preparation of quarterly operations reviews and business development reports.• Help organize company events, leadership meetings, and client functions.• Build and maintain strong working relationships with internal and external stakeholders, representing the SVP professionally at all times.• Assist with onboarding coordination for new senior hires reporting to the SVP.• Perform additional administrative and coordination duties as assigned.

Qualifications

EDUCATION and/or EXPERIENCE:• Bachelor’s degree in Business Administration, Communications, or related field preferred.• Minimum of 3–5 years of executive support experience, preferably in a construction, engineering, or architecture environment.• Strong proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.• Experience with project management or CRM software (e.g., Procore, Deltek, Salesforce) preferred.• Excellent written and verbal communication skills with high attention to detail.• Proven ability to handle confidential information with discretion.• Strong organizational and multitasking abilities; able to meet deadlines in a fast-paced, team-oriented setting.

PHYSICAL REQUIREMENTS:• The work is semi-sedentary work and requires the ability to lift up to 10 pounds.• Manual dexterity, hearing, mental acuity, typing, reaching, repetitive motion, speaking, talking, visual acuity, and walking.• Ability to stand and sit for periods longer than 30 minutes but not to exceed two hours consecutively.• Ability to control behavior when encountering stressful situations or short deadlines and to maintain a high level of concentration.• Ability to print and draw letters, numbers, words, characters, and symbols that are legible and understood by others.• Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.

EOE/MFDV

If you’re looking to take your career to the next level, work with a talented team of professionals who love what they do, enjoy a flexible work schedule, and share in the profits of our 100 percent employee-owned firm, BRPH might be a great fit for you!