Executive Assistant

Position Summary

The Executive Assistant to the President serves as a high-level strategic and administrative partner, providing comprehensive support across business operations, executive communications, and personal coordination. This role is designed for a highly capable professional who demonstrates exceptional judgment, operational initiative, and the ability to anticipate needs in a dynamic construction environment.

The Executive Assistant will play a central role in enhancing the efficiency and effectiveness of the President’s office. As the company grows, this position is intentionally structured to evolve into a Chief of Staff role for the right individual who consistently demonstrates leadership, strategic thinking, and operational excellence.

Key Responsibilities

Executive & Strategic Support

• Manage and prioritize the President’s complex professional calendar, meetings, commitments, and travel schedules.
• Provide daily briefings to the President, outlining upcoming priorities, action items, and required decisions.
• Prepare, refine, and manage executive communications, including presentations, reports, and strategic documents.
• Support executive-level initiatives, long-term planning, and cross-departmental coordination.
• Assist in the preparation for board meetings, leadership meetings, and strategic planning sessions, ensuring all materials are accurate, timely, and complete.
• Serve as a trusted advisor by offering insights, identifying potential issues, and recommending proactive solutions.

Operational & Project Coordination

• Track and monitor key organizational initiatives, ensuring deadlines and deliverables are met.
• Partner with project managers, department heads, and other company leaders to maintain alignment with strategic objectives.
• Assist in reviewing and organizing operational data, KPIs, and project performance metrics.
• Support proposal preparation, RFP coordination, and executive-level project oversight as needed.

Communication & Stakeholder Management

• Act as a liaison between the President and internal/external stakeholders, including clients, subcontractors, industry partners, and employees.
• Manage, prioritize, and draft responses to incoming communications in a professional, concise manner.
• Ensure clear and timely information flow across all departments.

Confidential Personal Support

• Manage personal scheduling, appointments, and travel arrangements for the President and immediate family as required.
• Handle personal errands, coordination with household vendors or service providers, and logistical support as needed.
• Assist with personal events, reservations, gift arrangements, and time-sensitive personal tasks.
• Maintain and organize personal documents, receipts, subscriptions, and relevant administrative items.
• Uphold absolute confidentiality and discretion in all personal and professional matters.

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, Construction Management, Communications, or related field required; Master’s degree preferred.
• Minimum 5–7 years of high-level executive support experience; experience in construction, engineering, real estate, or a similarly complex operational industry strongly preferred.
• Demonstrated experience handling both executive and personal support responsibilities with the highest level of professionalism.
• Proven ability to manage complex workloads, shifting priorities, and sensitive information.

Skills & Competencies

• Exceptional written and verbal communication abilities.
• Advanced organizational, planning, and time-management skills.
• Strong analytical and critical-thinking skills.
• High emotional intelligence, executive presence, and the ability to interact with all levels of the organization.
• Proficiency in Microsoft Office Suite.
• Demonstrated ability to anticipate needs and operate proactively.