Operations Administrative Assistant

Job Summary

The Executive Administrative Assistant provides high-level administrative support to the President and Executive Vice President, ensuring seamless operations within a fast-paced construction environment. This role requires exceptional organizational skills, attention to detail, and the ability to manage sensitive information with discretion. The ideal candidate will be a problem-solver with strong communication skills and a proactive approach to anticipating the needs of the executive team.

Key Responsibilities:

• Executive Support: Manage executives' calendars, schedule meetings, and coordinate appointments, ensuring optimal time management and prioritization.
• Communication: Manage, screen, and prioritize phone calls, emails, and correspondence; draft and prepare professional communications on behalf of Executive VP and Assistant VP.
• Meeting Coordination: Arrange and prepare for meetings, including compiling agendas, taking minutes, and distributing follow-up action items. Coordinate logistics for lunch and learns, clients meetings, client presentations, and site visits.
• Document Preparation: Prepare, edit, and organize reports, contracts, and project-related documents. Ensure all materials are accurate and delivered on time.
• Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries for executives and project teams.
• Project Support: Assist with administrative tasks related to construction projects, such as tracking project timelines, production reporting and communicating with project managers and project engineers.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion, including personnel records, financial data, and client contracts.
• Event Planning: Organize client meetings, and team-building activities, including securing venues and managing budgets.
• Technology Utilization: Use construction management software (e.g., Procore) and office tools (e.g. Microsoft Office, Google Suite) to streamline processes and maintain records.

Qualifications:

• Education: Associate's or Bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Experience: Minimum of 3-5 years of experience as an administrative assistant, preferably supporting C-suite executives in construction, real estate, or a related industry.

Skills:

• Exceptional organizational and time-management.
• Strong written and verbal communication.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and familiarity with construction management software.
• Ability to multitask and prioritize in a fast-paced environment.
• High level of professionalism and discretion when handling confidential information.
• Attributes: Proactive, detail-oriented, and adaptable with a strong sense of initiative. Ability to work independently and as part of a team.
• Preferred: Knowledge of construction industry terminology, processes, or project management is a plus.

Working Conditions:

• Standard office environment with occasional visits to construction sites for meetings or events.
• Full-time position, Monday through Friday, with occasional flexibility required for early mornings, evenings, or weekends based on executive needs.

Benefits:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and holidays.
• Opportunities for professional development and growth.

Disclaimer

This is intended to describe the general nature and level of work being performed by individuals assigned to this position. The is not intended to be construed as an exhaustive list of responsibilities, duties, and skill an individual in this position may be asked to perform either now or in the future.

DeMaria is an Equal Opportunity Employer