On behalf of our client, a small family office in Jupiter, FL specializing in construction of luxury custom homes as well as estate management, we are seeking an experienced Executive Assistant proficient with Permitting to work directly for the President/Co-Founder of the organization. The Executive Assistant in construction will manage high-level administrative tasks, act as a primary communication bridge, and coordinate project logistics unique to the building industry. This is a critical role in the back office requiring construction industry experience, an eye for accuracy, and a strong permitting background.

Key Responsibilities:

Core Executive Support Calendar & Schedule Management:

Controls the president's daily agenda, coordinates executive meetings, and prioritizes time-sensitive appointments.

Gatekeeping & Communication:

Triage emails, drafts correspondence, answers phone calls, and serves as the main point of contact for internal staff and external stakeholders.

Travel & Logistics:

Plans complex domestic or international travel, builds detailed itineraries, and books transportation or corporate lodging.

Confidentiality:

Handles sensitive financial records, human resources documents, strategic company data, and board-level communications with strict discretion.

Construction-Specific Responsibilities Bid & Project Pipeline Coordination:

Assists with tracking project portfolio strategies, bid pipeline review cycles, and owner or client relationship governance.

Industry Terminology & Flow:

Understands construction workflows—such as how change orders, submittals, and Request for Information (RFI) documents move—allowing them to route issues without heavy onboarding.

Stakeholder Liaison:

Coordinates communication between the president and project managers, field superintendents, subcontractors, and external vendors.

Software & Tools:

Utilizes industry-standard platforms (such as Procore, QuickBooks, Microsoft 365, or Google Workspace) alongside standard executive tools.

Qualifications:

Minimum 3+ years of Executive Assistant / Permitting experience (construction or commercial real estate experience highly preferred). Working knowledge of Accounts Payable Familiarity with progress billing, lien waivers, and project draws is a plus. Excellent organizational skills and attention to detail. Ability to work independently and meet tight deadlines. Comfortable communicating with vendors, internal team members, and management.

Preferred Traits:

Self-starter with a proactive approach to problem-solving. Committed to accuracy, confidentiality, and financial integrity. Able to thrive in a dynamic, fast-paced construction environment.

Compensation & Benefits:

Competitive Salary plus Bonus(es) Employer Sponsored Health Plan 2+ Weeks Paid-Time-Off Matching 401K up to 3% Growth Opportunity within a dynamic organization destined to scale

Job Type:

Full-time Pay:

$70,000.00 - $100,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person