Senior Executive Assistant

Job Title: Executive Assistant

Reports to: President

FLSA Status: Exempt

Salary Range: $70,000 to $95,000

Summary:

The Executive Assistant serves as a trusted partner to the President and provides high-level administrative and operational support to the executive leadership team. This role is designed for someone who can operate beyond traditional administrative support and help leadership stay organized, prepared, responsive, and focused on the highest-value priorities of the business.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced construction environment. This individual must demonstrate professionalism, discretion, urgency, strong communication skills, and the ability to manage multiple priorities while supporting executives, office staff, field leadership, clients, vendors, and business partners.

The purpose of this role is to make executive leadership more effective by protecting time, improving communication, driving follow-through, organizing priorities, and ensuring important tasks and commitments do not fall through the cracks.

Essential Duties and Responsibilities

Executive Calendar & Time Management

· Manage and coordinate executive calendars with discipline and sound judgment.

· Schedule and coordinate internal and external meetings, calls, jobsite visits, travel, lunches, and industry events.

· Protect executive time for high-priority meetings, leadership responsibilities, and strategic initiatives.

· Anticipate scheduling conflicts and proactively resolve issues before they become problems.

· Ensure executives are prepared with meeting context, documents, and materials in advance.

· Maintain efficient daily workflow and minimize unnecessary interruptions.

Communication Management

· Draft, review, proofread, and send professional correspondence, emails, reports, and presentations.

· Monitor incoming communications and help prioritize requests requiring executive attention.

· Maintain professional communication with clients, subcontractors, vendors, owners, inspectors, field teams, and internal staff.

· Prepare summaries of meetings, discussions, pending items, and next steps.

Follow-Up & Accountability Tracking

· Maintain action-item lists and track commitments, deadlines, approvals, and follow-ups.

· Ensure meeting decisions translate into assigned next steps with accountability and deadlines.

· Follow up with internal and external stakeholders to keep priorities moving forward.

· Remind executives of pending decisions, unresolved issues, and upcoming commitments.

· Help reduce missed follow-ups and last-minute scrambling through strong organization and communication.

Meeting Preparation & Coordination

· Prepare agendas, meeting materials, presentations, and supporting documents.

· Attend meetings when necessary to capture notes, decisions, and action items.

· Create concise meeting recaps with responsibilities, deadlines, and next steps.

· Coordinate leadership meetings, project update meetings, client meetings, and internal reviews.

· Manage conference room preparation, meals, technology setup, and logistics.

Reporting & Information Management

· Prepare weekly priority summaries, reports, and operational updates.

· Track open items by person, project, client, or deadline.

· Organize and maintain filing systems for contracts, proposals, insurance documents, correspondence, SOPs, meeting records, and company materials.

· Support document routing for review, approval, and signature.

· Maintain organized digital and physical records to ensure quick access to important information.

Administrative & Executive Support

· Prepare expense reports, account reconciliations, and related administrative documentation.

· Coordinate domestic and international travel arrangements and lodging.

· Assist with event planning, executive functions, client lunches, and business development activities.

· Handle confidential information with the highest level of professionalism and discretion.

· Support additional administrative duties as needed to support executive leadership and company operations

Supervisory Responsibilities:

This position does not have supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations, to customers, clients, and other employees of the organization

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Education/Experience:

Minimum 5 years as an Executive Assistant, preferably in construction though not required. Bachelor’s Degree, highly preferred but not required. 10 years of experience is preferred.

Knowledge, Skills, and Abilities:

Proficient with Microsoft 365, Teams, PowerPoint, SharePoint, OneDrive, AI tools (Copilot) ViewPoint project management software, Bluebeam/Adobe software. Expert level time management and organization skills, with strong verbal and written communication skills and the highest level of professionalism.

Computer Skills:

To perform this job successfully, an individual should be highly proficient with Microsoft products, including Word, Excel, PowerPoint and Outlook required, and Adobe Suite.

Certificates and Licenses:

Valid driver’s license.

Travel Requirements:

Less than 20%.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands and talk or hear. The employee is frequently required to stand; walk; sit; reach with hands and arms; climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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Pay: $70,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: Hybrid remote in Phoenix, AZ 85027

Salary : $70,000 - $95,000