INDUSTRIAL CONSTRUCTION ADMINISTRATIVE ASSISTANT

Duties

• Calendar & Meeting Management
• Manage and prioritize the VP’s calendar
• Schedule and coordinate internal and external meetings
• Resolve scheduling conflicts and protect the VP’s time
• Coordinate meetings with clients, owners, executives, consultants, and business partners
• Screen and prioritize meeting requests
• Coordinate phone calls and conference calls
• Coordinate executive and management meeting schedules
• Assist in preparing and organizing meeting agendas
• Take meeting notes when requested Priorities, Follow-Up & Accountability
• Maintain the VP’s personal action-item/to-do list
• Track commitments made by the VP
• Follow up with others on items owed to the VP
• Provide daily and weekly summaries of upcoming priorities and deadlines
• Make sure important commitments and deadlines do not fall through the cracks
• Keep the VP organized and prepared throughout the week Email & Communications
• Monitor and organize the VP’s email inbox
• Flag important or time-sensitive emails
• Draft routine emails and responses on the VP’s behalf
• Organize correspondence and important communications
• Maintain contact information for key clients and business partners
• Coordinate travel arrangements, including hotels, flights, rental cars, and reservations
• Prepare travel itineraries
• Prepare and submit expense reports
• Track receipts and business expenses
• Prepare Word documents, letters, and correspondence
• Prepare and format Excel spreadsheets
• Organize electronic files and executive-level documents
• Maintain confidential personnel and company information Administrative Support
• Coordinate interviews and candidate meetings
• Maintain the VP’s professional memberships and registrations
• Manage subscriptions, registrations, and renewals
• Assist with personal/business scheduling that affects the VP’s workday
• Handle miscellaneous administrative requests so the VP does not have to
• Anticipate upcoming needs rather than waiting for direction
• Serve as a gatekeeper for the VP’s time

What We're Looking For

Salary based on experience

• EXXCEL Project Management is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status.
• Expected Hours: 20.0 – 30.0 per week

Application Question(s)

• Are you willing to undergo a background check?

Experience

Ability to Commute

Work Location

• In person

Requirements

• 2+ years of experience as an administrative or executive assistant; construction, design-build, or professional services experience is a plus
• Strong proficiency with Microsoft Outlook, Word, and Excel
• Exceptional organization, time management, and follow-through
• Clear, professional written and verbal communication
• Sound judgment and discretion with confidential information
• Proactive, self-directed approach — you see what’s coming and get ahead of it
• Comfortable interacting with clients, owners, executives, and business partners
• Administrative: 2 years (Required)