Executive Personal Assistant

Job Summary
We are seeking a highly organized and proactive Personal Assistant to provide comprehensive administrative support to executives and management teams in Construction Industry. The ideal candidate will excel in managing schedules, coordinating projects, and handling a variety of clerical tasks with professionalism and efficiency. This role offers an opportunity to work in a dynamic environment where attention to detail and excellent communication skills are essential for success. This job also require to be an excellent multitasker as well as traveling to multiple locations in New Jersey. ( you must have your own car ).

Duties

• Manage and maintain executive calendars, including scheduling appointments, meetings, and events using Microsoft Outlook Calendar and Google Workspace.
• Coordinate complex travel arrangements and prepare itineraries for business trips.
• Assist with event planning and project coordination to ensure timely execution of company initiatives.
• Handle correspondence via phone, email, and written communication with professionalism, demonstrating excellent phone etiquette.
• Prepare reports, memos, and presentations; proofread documents for accuracy and clarity.
• Perform data entry, filing, and document management using Microsoft Office Suite, DocuSign, Auto Desk Build and other office software.
• Oversee office management tasks such as supply ordering, front desk reception duties, and maintaining organized filing systems.
• Support bookkeeping activities including QuickBooks data entry, EXCL Spreadsheets and basic bookkeeping tasks.
• Provide executive administrative support by managing phone systems, multi-line phones, and clerical responsibilities.
• Assist with transcription tasks and ensure all documentation is accurate and well-organized.

Skills

• Proven experience as a Personal Assistant or in an administrative support role with office management responsibilities.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Excellent written and verbal communication skills with professional phone etiquette.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook Calendar, Google Workspace, QuickBooks, Adobe and DocuSign.
• Ability to perform data entry accurately and handle clerical tasks such as filing and proofreading.
• Experience with event planning, project coordination, bookkeeping, and office management is highly desirable.
• Demonstrated computer literacy with familiarity in transcription, data entry, front desk operations, and multi-line phone systems.
• Exceptional organizational skills combined with attention to detail to ensure all tasks are completed accurately and on time. This role is ideal for a motivated individual who thrives in an administrative environment supporting high-level executives while demonstrating excellent organizational capabilities and professional communication skills.

A Note for Candidates

This role supports a construction executive overseeing multiple active projects. Your workday will involve moving between job sites, offices, and other business locations as needed, while also managing schedules, communications, and administrative responsibilities.

The environment is fast-paced, deadline-driven, and highly detail-oriented. You will be handling many tasks at once, often with shifting priorities and urgent requests. Organization, accuracy, and the ability to move quickly between locations and responsibilities are essential.

This is an excellent opportunity for someone who enjoys being busy, staying one step ahead, and working in a dynamic, high-accountability environment.

What Will Set You Apart

This role is for someone who is proactive, not reactive. You will be expected to bring ideas, spot problems before they happen, and suggest better ways to run systems, schedules, and workflows. If you have read the book " The 6 Types Of Working Genius " by Patrick M. Lencioni you will be 1 step ahead of qualified candidates. Our entire team functions with a guidance of this book. Not a joke!

Rather than waiting to be told what to do, the right candidate looks for opportunities to improve efficiency, reduce friction, and make the operation run more smoothly. Your input and initiative will be valued and expected.

What You’ll Need to Succeed

Because of the pace and responsibility of this role, prior experience in high-pressure, fast-moving work environments is required. Construction Industry experience is necessary, but you must have proven experience supporting a busy executive in a demanding, fast-moving environment. You should be comfortable working independently, managing many details at once, and making informed decisions without constant supervision.

Pay: $16.00 - $25.00 per hour

Work Location: In person

Salary : $16 - $25