Executive Assistant

About the role

The Executive Assistant plays a critical role in providing administrative support to the Chief Executive Officer (CEO) and other executives as needed to ensure the smooth operation of executive-level functions. This position requires a highly organized, proactive, and detail-oriented individual who can manage multiple priorities in a fast-paced environment.

Responsibilities

• Manage complex calendars by scheduling internal and external appointments across multiple time zones.
• Cook up meeting logistics, including room bookings and video conferencing setups.
• Prepare agendas and distribute relevant materials to attendees ahead of scheduled meetings.
• Record detailed meeting minutes and track action items to ensure timely follow-up.
• Support travel arrangements, including flights, hotels, and ground transportation for domestic and international travel.
• Process expense reports accurately.
• Serve as the primary liaison for communication and coordination across various department heads.
• Draft, proofread, and edit internal announcements, emails, and official correspondence.
• Screen incoming inquiries, prioritizing urgent matters that require immediate leadership attention.
• Organize digital document storage to ensure files are secure, structured, and easily searchable.
• Perform accurate data entry across various company databases, tracking systems, and CRM platforms.
• Maintain confidentiality when handling sensitive corporate information, contracts, and personnel records.
• Prepare polished presentations and slide decks for executive review and board meetings.
• Compile data and draft reports on departmental performance, metrics, and special projects.
• Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position.
• Perform other duties and special projects, as assigned by Management.

Requirements

• Bachelor’s Degree in Business Administration, Management, or another business-related field.
• Minimum 7 years of experience in an administrative role.
• Minimum of 5 years of experience working for and with C-level executives in a corporate environment.
• Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communications skills.
• High level of discretion and confidentiality in handling sensitive project and corporate information.
• Strong problem-solving skills and the ability to anticipate needs proactively.
• Experience managing complex calendars and scheduling across multiple time zones, travel logistics for U.S. as well as international, and high-level meetings.
• Familiarity with construction management software a plus (Procore).
• Experience with submitting expense reports (Concur).
• Strong attention to detail and commitment to producing high-quality work with accuracy.
• Ability to adapt quickly to changing priorities and handle multiple tasks simultaneously.
• Professional demeanor and excellent interpersonal skills.
• Willingness to travel up to 10% of the time.
• Ability to multitask and thrive in a fast-paced working environment.