Executive Assistant

Summary We are a small but fast-growing construction company seeking a highly organized, proactive Executive Assistant / Administrative Coordinator to support our leadership team. This role blends traditional executive support with administrative operations, procurement assistance, and coordination with planning/zoning departments. The ideal candidate is resourceful, detail oriented, and comfortable wearing multiple hats in a dynamic environment. Responsibilities Executive Support

• Manage the executive's calendar, appointments, and daily schedule.
• Coordinate and book travel arrangements, including flights, hotels, rental cars, and itineraries.
• Prepare meeting agendas, take minutes, and track follow‑up actions.
• Handle confidential information with discretion. Administrative Operations
• Serve as the primary point of contact for office communications.
• Maintain organized digital and physical filing systems.
• Draft correspondence, reports, and internal communications.
• Assist with onboarding processes and general HR administrative tasks. Planning, Permitting & Zoning Support
• Prepare and submit permit applications and support documentation.
• Coordinate with local planning, zoning, and building departments.
• Track permit statuses and ensure compliance with deadlines and requirements.
• Maintain organized records of all permitting and regulatory documents. Project & Office Support
• Assist project managers with administrative tasks, scheduling, and documentation.
• Support jobsite teams with paperwork, forms, and logistics.
• Help maintain company policies, safety documentation, and compliance records. Qualifications
• 3+ years of experience as an Executive Assistant, Office Manager, or Administrative Coordinator (construction industry preferred).
• Familiarity with procurement processes and vendor management.
• Experience with planning, zoning, or permitting processes is a strong plus.
• Excellent communication and interpersonal skills.
• Strong proficiency with Microsoft Office, Google Workspace, and project management tools.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• High level of professionalism, discretion, and problem-solving ability. Preferred Traits
• Self-starter who anticipates needs before they arise.
• Comfortable interacting with city officials, inspectors, and vendors.
• Strong organizational instincts and attention to detail.
• Ability to adapt quickly as priorities shift.
• Experience with real estate is plus.

Benefits include:

Medical/dental/Vision, PTO 401

K Pay:

$60,000.00 - $70,000.00 per year

Benefits:

Paid time off

Work Location:

In person