Overview
We are looking for an Executive Assistant to support the Vice President as a trusted right hand in a fast-paced commercial construction environment.This role requires strong judgment, attention to detail, and the ability to manage multiple responsibilities at once while staying ahead of what needs to happen next.
Key Responsibilities
- Scheduling meetings, appointments, and internal/external events while minimizing conflicts and keeping priorities organized
- Coordinating all aspects of travel including flights, accommodations, transportation, and detailed itineraries for the Vice President, employees, and field crews
- Handling incoming and outgoing communication including emails, phone calls, letters, and memos
- Preparing agendas, taking notes or minutes as needed, distributing action items, and following up on decisions
- Coordinating logistics, travel, and materials for industry events and trade shows, including setup and preparation
- Tracking inventory of marketing materials and requesting replenishment based on the trade show and event schedule
- Managing contractor licensing renewals, continuing education tracking, filing documents, office supplies, and general administrative support
- Supporting bookkeeping, accounts receivable, and managing personal and business invoices and billings
- Maintaining discretion when handling sensitive and confidential information
- Available by phone and email for time-sensitive requests or emergencies outside standard hours as needed, and willing to support other administrative functions when required
What We Are Looking For
- Strong verbal and written communication to effectively interact with internal teams, leadership, and external contacts
- Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines consistently
- Must have a high level of discretion and accuracy in all work
- Multi-entity experience
- Comfortable adjusting to changing priorities and last-minute requests
- Proficiency in Google Docs and Sheets
- Comfortable working in a Mac-based (Apple) environment
- Experience with Monday.com is a plus
- Basic understanding of electrical or construction environments is a plus
- Experience supporting executive-level leadership is preferred
- Experience with Sales and Marketing is preferred
Schedule
- Monday through Friday; Full-time
- Flexibility required for travel, events, and time-sensitive coordination needs
Compensation & Benefits
- Competitive salary based on experience
- Health, dental, vision, and life insurance
- 401(k) with company match
- Paid time off and holidays
- Profit-sharing opportunities
- Referral incentives
- Company events