Executive Assistant to the CEO

Executive Assistant to the

CEO THIENEMAN CONSTRUCTION

Westfield, IN Job Details Full-time $65,000 - $85,000 a year 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Employee assistance program Vision insurance 401(k) matching Professional development assistance Life insurance Referral program Retirement plan Qualifications Resource allocation Microsoft PowerPoint Microsoft Word Corporate law compliance support Correspondence management Microsoft Excel Microsoft Outlook Presentation software Interpersonal skills Project coordination Executive administrative support Research Legal Studies Copy editing Analysis skills Contract drafting Task prioritization Calendar management Collaborative technology platforms Microsoft Teams Contracts SharePoint Managing projects Legal records management Appointment scheduling Analytical thinking Business Paralegal experience Technical Proficiency File organization

Full Job Description Job Title:

Executive Assistant Department:

Corporate Reports to:

Executive & Office Operations Manager Location:

Central Office Job Type:

Full Time, Exempt Position Summary:

Thieneman Construction is seeking a high-performing, confident, assertive, and proactive Executive Assistant to support our CEO and other members of our strategic team. This is a pivotal role designed for a strategic partner who thrives in a fast-paced environment and has the organizational skills, assertiveness, and business acumen to help drive our CEO's vision forward. As we scale from $150M to $300M and beyond, the ideal candidate will not only bring operational excellence but also serve as a trusted advisor who helps the CEO stay focused, organized, and accountable. This opportunity is designed for a professional who thrives in complexity, takes initiative, and acts with discretion and purpose. You will play a central role in managing executive priorities, organizing business operations, supporting legal and governance functions, and helping the CEO lead effectively in a period of rapid growth. The successful candidate will be both a trusted strategic partner and a hands-on executor, ensuring the CEO's vision is translated into action with clarity and speed. This role requires someone who can manage not only a high volume of executive and administrative tasks but also paralegal-level responsibilities , including document management, contract tracking, legal correspondence, and meeting minutes. Prior experience in accounting andfinanc considered in lieu of paralegal capacity.

Key Responsibilities:

• Serve as a right-hand partner to the Executive & Office Operations Managerby managing complex calendars, email correspondence, travel logistics, and priorities to keep the CEO aligned and efficient.
• Act as a gatekeeper and liaison for internal and external stakeholders, ensuring timely and strategic communication on behalf of the CEO and represent him with clarity, professionalism, and authority.
• Proactively prepare CEO for meetings, presentations, and events—never arrive with a "blank page" and provide appropriate background material, briefing notes and documented action plans
• Organize, declutter, and maintain organizational systems for the CEO's physical and digital workspace, that foster long-term organization and efficiency.
• Assist in managing new business ventures, joint ventures, partnerships, and M&A activities, including coordination, due diligence, document tracking, and communication follow-up.
• Draft, proofread, and manage sensitive documents, including meeting minutes, shareholder communications, contracts, corporate filings, operating agreements, and confidential materials.
• Maintain and oversee legal document retention and version control systems.
• Coordinate M&A documentation and assist in due diligence support, milestone tracking, and vendor/legal coordination.
• Support external legal counsel as needed by organizing files, preparing reports, and facilitating communication.
• Manage confidential company documents and communications with the utmost integrity.
• Manage key initiatives and ensure that critical priorities are followed through to completion.
• Coordinate internal and external events, meetings, retreats, and company-wide initiatives.
• Track executive priorities, projects, and key performance items to ensure deadlines are met and communication is streamlined.
• Always maintain a high level of discretion and confidentiality.

Goals and Deliverables:

• CEO's calendar, email, and projects are actively managed to reflect strategic priorities with precision and foresight.
• An organized, clean, and professional office environment is maintained.
• Systems and processes are implemented to enhance CEO efficiency and executive team alignment
• Paralegal-level document tracking and legal coordination are implemented with accuracy and confidentiality.
• Legal, financial, and governance documents are always organized and easily accessible.
• CEO is prepared for all meetings in advance with summary briefs, materials, and talking points; CEO receives strategic reminders, nudges, and support to maintain focus on top priorities.
• Organizational systems are introduced and maintained across digital and physical files.
• Strong relationships are maintained with legal counsel, vendors, partners, and executive team members.

Required Qualifications:

• Minimum 7 years of experience supporting a senior executive, preferably in a dynamic, high-growth, or construction-related environment.
• Prior experience in a legal or paralegal capacity is strongly preferred.
• Prior experience in accounting andfinance considered in lieu of paralegal capacity.
• Experience supporting C-suite leaders in construction, development, engineering, or high growth business environments strongly preferred
• Proven track record of managing complex and confidential projects with little direction.

Essential Skills and Competencies :

Technical

• Expert-level proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and OneDrive.
• Ability to draft and edit business communications, legal documents, and meeting summaries with accuracy and polish.
• Familiarity with corporate governance practices (e.g., shareholder records, board minutes, contracts).
• Strong research and analytical skills to support strategic initiatives and executive-level projects
• Document management expertise and comfort working with sensitive and confidential material.
• Project tracking and organizational systems development using tools such as Excel, SharePoint, or Asana/Trello. Soft
• Highly assertive with strong interpersonal skills; capable of managing up, and anticipating needs.
• Proactive, resourceful, and solution-oriented with strong follow-through.
• Calm and composed under pressure, able to juggle shifting priorities.
• Strong problem-solving skills and a proactive attitude towards challenges.
• Exceptional attention to detail and commitment to accuracy.
• High level of integrity and trustworthiness; discretion in handling confidential information is critical.
• High emotional intelligence with the ability to develop strong internal and external relationships.
• Self-starter with a growth mindset and the ability to "own" the role and continuously elevate its impact.
• Naturally organized and process-minded; a systems-builder who can bring order to chaos
• Strong Problem-solving skills and proactive attitude towards challenges Responsibilities and performance expectations:
• Proactively manage and prioritize the CEO's daily calendar, meetings, and commitments.
• Actively manage the CEO's bandwidth, protect his time and keep him focused on what matters the most
• Assist the CEO to translate vision into action by tracking priorities, prompting follow ups and managing timelines.
• Take charge without waiting for direction- bring solutions, not just questions.
• Prepare detailed briefing materials for meetings, including agendas, background notes, and decision points.
• Organize and maintain legal and corporate records (NDAs, contracts, operating agreements, filings).
• Draft and edit legal correspondence and company memos with accuracy and professionalism.
• Maintain a physical and digital filing system for executive and legal documentation.
• Implement organizational systems that eliminate clutter and inefficiencies in the CEO's environment.
• Create and maintain an organized, professional office environment for CEO meetings and operations.
• Follow up with internal and external stakeholders to ensure tasks, deliverables, and decisions are executed.
• Assist with M&A activity, including tracking timelines, deliverables, due diligence, and reporting.
• Coordinate executive travel, accommodations, and itineraries with an eye for efficiency and detail.
• Screen incoming requests, emails, and phone calls; route and handle as appropriate on behalf of the CEO.
• Track and support internal strategic initiatives, monitoring progress and prompting updates.
• Assist in drafting or reviewing agreements with consultants, vendors, or partners.
• Conduct basic research and data collection to support executive decision-making.
• Maintain a polished, executive level presence on behalf of the CEO, both internally and externally
• Serve as a cultural ambassador by modeling professionalism, discretion, and alignment with Thieneman values of transparency, integrity, accountability, respectfulness, and winning attitude.

Work Environment:

Full-time position (40 hours per week), with occasional overtime depending on project deadlines. Willingness to receive text and calls after established business hours Ability to sit at a desk and use a computer for extended periods. Occasional travel to construction sites or events. Why this Role Matters This is more than an administrative role, it's a strategic partnership. You'll be instrumental in helping a visionary CEO scale our company while elevating his professional brand and effectiveness to lead our company to the next level of growth. Your impact will be seen in how our CEO operates, how our company executes its vision, and how we build trust with our partners, board, and employees.

Company overview and Culture profile:

At Thieneman Construction , we are more than just a construction company — we are a dedicated team of professionals committed to delivering exceptional service and building lasting relationships. With 25 years of experience, we have earned a reputation for reliability, integrity, and excellence within the construction industry.

Our mission is clear:

to empower people so they can provide innovative solutions for a brighter future . We focus on proven people, proven processes, and proven outcomes , ensuring that every project is executed with precision, efficiency, and quality. We specialize in water/wastewater, industrial, and commercial construction projects, offering

INNOVATIVE SOLUTIONS

to our customers' most challenging needs. Our competitive advantage is our combination of the ability to self-perform while leading the entire project. Thieneman offers Lump-Sum, Build-Operate-Transfer and Construction Management delivery models to suit our customers' needs. Our work is ever evolving, and we strive to stay ahead of the curve with innovative solutions that drive results for brighter futures. Our commitment to transparency, integrity, and accountability is at the core of everything we do. We believe that every team member plays a vital role in our collective success, and we provide opportunities for personal and professional growth within a supportive and dynamic work environment. We are a company that believes in empowering people to achieve their fullest potential. Whether you're a seasoned professional or just starting your career, Thieneman Construction provides opportunities for growth, skill development, and leadership advancement. We invest in our team by providing training, mentorship, and hands-on experience in a collaborative environment that encourages innovative thinking.

Legal and Compliance Statements:

• Thieneman Construction is an Equal Opportunity Employer.

We are committed to providing a workplace that is free from discrimination and harassment. We value diversity and encourage applicants from all backgrounds, including but not limited to race, color, religion, national origin, gender, gender identity or expression, sexual orientation, age, disability, veteran status, or any other characteristic protected by law. We ensure that every candidate and employee is treated fairly and equitably during all stages of the employment process, including recruitment, hiring, training, promotion, compensation, and termination.

• We are committed to providing reasonable accommodations to qualified individuals with disabilities as required by the Americans with Disabilities Act (ADA).
• Employment at Thieneman Construction is at-will. This means that either the employee or the employer can terminate the employment relationship at any time, with or without notice, and with or without cause, subject to applicable legal requirements. This statement does not alter the at-will nature of the employment relationship, except where prohibited by law.
• Thieneman Construction is committed to maintaining a workforce that is legally authorized to work in the United States.

As a condition of employment, all employees must verify their eligibility to work in the U.S. by providing appropriate documentation in accordance with the Immigration Reform and Control Act (IRCA). We participate in E-Verify to confirm the legal employment eligibility of our employees.

• This job posting is intended to provide a general overview of the position and is not an exhaustive list of responsibilities, qualifications, or expectations.

Thieneman reserves the right to modify job duties, responsibilities, qualifications, and other aspects of the job at any time, with or without notice. We encourage applicants to refer to our website or contact our HR department for more information.

• At Thieneman , we are committed to fostering an inclusive and respectful workplace.

Discrimination, harassment, and retaliation in any form will not be tolerated, whether it is based on race, religion, gender, sexual orientation, age, disability, national origin, or any other legally protected characteristic. All employees are expected to adhere to this policy, and any violations will be addressed promptly and thoroughly.

Job Type:

Full-time Pay:

$65,000.00 - $85,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Referral program Retirement plan Vision insurance

Experience:

supporiting a senior level/C-suite executive: 1 year (Preferred)

Work Location:

In person