What are the responsibilities and job description for the EXECUTIVE ASSISTANT position at Wells?
ABOUT THE ROLE
The Executive Assistant provides high-level administrative support to executive leadership by managing schedules, communications, travel arrangements, reporting, and organizational priorities. This role requires exceptional professionalism, discretion, communication skills, and the ability to manage multiple priorities in a fast-paced environment.
SAFETY IS OUR HIGHEST PRIORITY. Safety is our highest priority. We believe a safe workplace is built on mutual respect, care, and accountability. Every team member is empowered and expected to follow safety practices, look out for one another, and speak up about potential risks. Together, we create an environment where everyone goes home safely each day.
WHY JOIN OUR TEAM?
At Wells, we empower talented team members to deliver exceptional client experiences through innovative problem-solving across preconstruction, engineering, operations, and project management. Guided by honesty and hard work, we build lasting trust while continuously improving building processes. Through strong collaboration, we deliver safe, reliable results that reduce risk and help our clients and communities succeed.
WHAT WE OFFER
Wells provides a competitive benefits package designed to support employees’ health, financial well-being, and work-life balance. Benefits include medical, dental, and vision insurance, company-paid disability and life insurance, wellness incentives, paid holidays, PTO, flexible spending accounts, HSA options, a 401(k) with profit sharing, access to Nice Healthcare, employee assistance resources, pet insurance, and additional voluntary coverage such as critical illness, accident, and hospital indemnity plans.
- Health and family care leave is available to both union and non-union employees.
- Union employee benefits are provided through separate collective bargaining agreements
WHAT YOU’LL DO
- Provide direct administrative support to executive leadership.
- Manage calendars, schedule meetings, and coordinate appointments and travel arrangements.
- Prepare reports, presentations, meeting agendas, and correspondence.
- Serve as a point of contact between executivePs, employees, clients, and external partners.
- Organize and maintain confidential files, records, and documents.
- Coordinate executive meetings, including logistics, catering, and meeting materials.
- Track projects, deadlines, and follow-up items to ensure timely completion.
- Screen phone calls, emails, and other communications, prioritizing as appropriate.
- Assist with expense reporting, invoice processing, and budget tracking.
- Support company events, leadership meetings, and special projects as assigned.
- Maintain a high level of confidentiality and professionalism in all interactions.
WHO WE’RE LOOKING FOR
We’re looking for a highly organized and dependable Executive Assistant who thrives in a fast-paced environment and takes pride in keeping operations running smoothly. The ideal candidate is detail-oriented, professional, and adaptable, with strong communication skills and the ability to manage multiple priorities while supporting cross-functional teams. They are proactive, resourceful, and committed to delivering excellent service to both internal and external partners.
IDEAL CANDIDATE WILL HAVE.
- Five (5 ) years of executive administrative support experience preferred.
- Strong organizational, time management, and multitasking skills.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Ability to work independently and exercise sound judgment.
- High attention to detail and strong problem-solving skills.
- Professional demeanor with the ability to interact effectively at all levels of the organization.
- Possession of a valid driver’s license and the ability to operate a motor vehicle.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Experience in electronic and physical filing relating to documents, certificates, and forms.
- Ability to communicate clearly and professionally with internal team members, job applicants, vendors, and external business partners.
- Experience supporting senior leaders and/or cross-functional teams.
- Possession of a valid driver’s license, and the ability to operate a motor vehicle.
This profile summarizes key duties and expectations but does not list every possible job task. Employees must follow all job-related instructions and duties assigned by supervisors.
Wells is an Equal Opportunity Employer, including Veterans and Individuals with Disabilities. Wells participates in E-Verify and will provide the federal government with your I-9 Form information to confirm you are authorized to work in the U.S.