EXECUTIVE ASSISTANT

Executive Support | Estimating & Bid Support | Business Development Support

WHY ACG COMPANY

Build your future at

ACG:

grow your income, advance your career, gain new skills, and get long-term stability with great benefits. About the Role - Executive Assistant ACG is hiring an Executive Assistant who wants to do more than manage a calendar. This is a growth-oriented role for an organized, discreet, and proactive professional who will provide high-level administrative support to leadership while actively assisting the Estimating and Business Development functions with bid preparation, proposal assembly, document control, client communication, and pipeline tracking. The successful candidate will manage executive schedules, correspondence, meetings, travel, and confidential records, and will also help gather bid documents, track solicitation deadlines, assemble proposal packages, request vendor and subcontractor quotes, maintain CRM and pipeline records, and prepare presentation and marketing materials. This position is a strong entry path for someone who wants to learn estimating and business development from the inside and grow into a specialized role over time.

Location:

2017 Texas Ave., El Paso, Texas 79901; on-site office based, with occasional travel to company facilities, client offices, and project sites as assigned

Schedule:

Monday-Friday, standard daytime hours; occasional extended hours may be required to meet bid submission and proposal deadlines

Work Environment:

Professional on-site office environment, with occasional visits to warehouse, construction, and telecommunications project sites What You Will DoExecutive Support

• Manage executive calendars, meetings, appointments, reminders, and competing priorities with accuracy and discretion.
• Prepare, proofread, format, and distribute correspondence, reports, memos, presentations, and internal communications.
• Coordinate meetings end to end: agendas, materials, conference rooms, virtual links, attendance, minutes, action items, owners, and due dates.
• Arrange travel, lodging, itineraries, registrations, and expense reports; reconcile receipts and submit documentation on time.
• Screen and route calls, emails, visitors, and requests; follow up to ensure items are closed rather than forgotten.
• Maintain confidential company, personnel, client, contract, and pricing information with absolute discretion.
• Maintain organized digital and physical filing under SharePoint/QMS document-control and version-control practices.
• Track deadlines, commitments, renewals, and follow-ups on behalf of leadership and provide proactive status reminders. Estimating & Bid Support
• Monitor bid boards and solicitation sources; download and organize solicitations, drawings, specifications, and addenda.
• Track bid due dates, pre-bid conference dates, question deadlines, and submission requirements on a shared bid calendar.
• Build and verify compliance checklists against solicitation instructions, required forms, certifications, bonding, and insurance documents.
• Request, collect, log, and follow up on vendor and subcontractor quotes for the Estimator.
• Assemble, format, proofread, and submit complete bid packages in the required format and by the required deadline.
• Maintain the bid log, submission records, award and debrief results, and historical bid documentation.
• Gather recurring company documents such as licenses, certifications, insurance certificates, W-9s, references, and past-performance records.
• Support change-order and extra-work documentation by collecting and organizing supporting records when assigned. Business Development Support
• Maintain CRM records, contacts, activity logs, opportunity stages, and pipeline reports in approved company systems.
• Prepare capability statements, qualification packages, presentations, and marketing materials for client meetings.
• Schedule and coordinate client meetings, capability briefings, site walks, industry events, and pre-bid conferences.
• Draft and send professional follow-up correspondence to clients, primes, partners, and vendors as directed.
• Research prospective clients, agencies, primes, and upcoming projects to support target-list development.
• Prepare recurring pipeline, activity, and forecast reports for management review.
• Support registrations, certifications, vendor portals, and prequalification submissions for clients and agencies. Experience
• Two or more years of executive assistant, administrative, office coordination, or senior clerical experience preferred.
• Experience supporting executives or managers with calendars, correspondence, travel, expenses, and confidential records.
• Experience in construction, telecommunications, engineering, or professional services is strongly preferred.
• Experience supporting bids, proposals, RFPs, RFQs, IFBs, contract documents, or procurement submissions is a significant plus.
• Experience with CRM, ERP, or document-management systems is preferred.
• Genuine interest in learning estimating and business development, with a documented record of taking on work beyond the job description.
• Equivalent practical experience, training, and demonstrated organizational ability may be considered. Skills
• Exceptional organization, prioritization, and follow-through across many simultaneous requests and deadlines.
• Proficiency with Microsoft 365: Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong Excel skills for logs, trackers, quote comparisons, and pipeline or bid reporting.
• Excellent written and verbal communication, grammar, proofreading, and document formatting.
• Ability to read and follow solicitation instructions, submission requirements, and compliance checklists precisely.
• Discretion and sound judgment handling confidential pricing, contract, client, and personnel information.
• Proactive problem solving: anticipates needs, closes loops, and asks when scope or priority is unclear.
• Composure and accuracy under deadline pressure, including end-of-day bid submissions.
• Familiarity with Odoo ERP, CRM, or similar business systems is helpful.
• Professional phone, email, and in-person presence with clients, vendors, and executives.
• Valid driver's license and reliable transportation for occasional local travel.

[

PLACEHOLDER

- to be confirmed by HR]

• Bilingual English and Spanish preferred. Work Conditions & Requirements
• Primarily seated on-site office work with frequent use of a computer, telephone, and office equipment.
• Occasional standing, walking, filing, and lifting or carrying office and marketing materials up to 25 pounds, with or without reasonable accommodation.
• Occasional visits to warehouse, construction, and telecommunications project sites; required PPE must be worn during site visits.
• Occasional extended hours to meet bid submission, proposal, and executive deadlines.
• Occasional local travel between the office, company facilities, client offices, and project sites.

[

PLACEHOLDER

- travel expectations to be confirmed by HR and management] Disqualifiers

• Unwillingness to support estimating and business development work in addition to executive administrative duties.
• Unwillingness to work on-site or to occasionally extend hours to meet bid and proposal deadlines.
• Inability to handle confidential pricing, contract, client, or personnel information with discretion.
• Careless document handling: missed deadlines, incomplete submissions, or failure to follow solicitation instructions exactly.
• Inability or unwillingness to document activity, track deadlines, and maintain records in company systems.
• Passive work style that waits for instruction rather than anticipating needs and closing open items.
• Weak written communication, proofreading, or document formatting.
• Unreliable attendance, punctuality, or follow-through.

Hiring Company Description ACG is a multi-state telecommunications and construction company serving federal, state, local, and commercial clients. ACG operates with a strong commitment to quality, safety, disciplined execution, documentation, accountability, cybersecurity, ERP systems, and professional project management. People who take ownership and consistently execute find long-term growth opportunities within the organization. Company Culture

• High accountability and strong documentation.
• Direct communication and follow-through.
• Comfort with a fast pace and changing priorities.
• Ownership mentality and professional discipline.
• Safety-conscious and quality-focused execution.
• Team-oriented collaboration and continuous learning. Benefits
• Financial, professional, career, and personal growth opportunities.
• PTO increasing with tenure plus unpaid days under applicable policy.
• 401(k) with 3.5% employer match.
• Medical, dental, and vision insurance after eligibility.
• 7 paid holidays.
• Paid training, professional development, certifications, safety development, and leadership coaching, subject to eligibility and approval.
• Hands-on exposure to estimating and business development with a defined path to grow into a specialized role, subject to performance and approval.

Pay:

$14.00 - $18.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Vision insurance Application Question(s): o you have experience using Microsoft 365, including Outlook, Word, Excel, Teams, and/or SharePoint in a professional environment? Are you comfortable working with Excel to maintain trackers, logs, reports, and deadline-related information? Are you comfortable handling confidential company, client, pricing, contract, and personnel information?

Experience:

executive assistant: 1 year (Required)

Work Location:

In person