Executive Assistant - Office Manager

We are looking for a highly organized Executive Assistant - Office Manager with relevant experience to support senior leadership and keep daily office operations running smoothly. This position plays a key role in coordinating executive priorities, maintaining communication across clients and project partners, and ensuring administrative processes stay on track within a luxury residential construction environment. The ideal candidate brings sound judgment, discretion, and the ability to manage competing priorities while contributing to office administration, project coordination, and employee support.

Responsibilities

• Coordinate executive calendars, arrange meetings, and manage shifting priorities for company leadership while keeping schedules accurate and up to date.
• Organize travel plans, prepare itineraries, and provide day-to-day administrative assistance that helps executives stay focused on business objectives.
• Capture key discussion points during recurring meetings, document next steps, and follow through on outstanding action items.
• Serve as a communication hub for clients, architects, subcontractors, vendors, and internal team members to support smooth project execution.
• Set up new jobs in Procore, maintain complete project records, and assist with contracts, permits, and related construction documentation.
• Keep digital and hard-copy filing systems well ordered and accessible, ensuring business and project information is easy to retrieve.
• Review invoices for accuracy, assign coding for accounting, and handle administrative errands such as check deliveries and supply purchasing.
• Support employee lifecycle activities by assisting with onboarding, workspace setup, orientation logistics, timesheet review, and offboarding coordination.
• Contribute to recruiting efforts by posting openings, screening incoming resumes, arranging interviews, communicating with applicants, and helping prepare for hiring events.
• Oversee general office operations, maintain vendor relationships, and manage inventory such as supplies, equipment, and employee-branded materials.

Requirements

• 5+ years of experience in executive support, office management, or a similar administrative leadership role.
• Background working in the construction industry with familiarity supporting project-based operations.
• Demonstrated ability to support multiple executives and manage changing priorities with professionalism.
• Experience assisting with human resources administration, including onboarding, recruiting coordination, and employee records support.
• Working knowledge of Procore and confidence handling project documentation in a construction setting.
• Proficiency with Microsoft Excel and other standard office software for tracking, reporting, and organization.
• Familiarity with payroll or timesheet review processes and the ability to maintain accuracy with confidential information.
• Strong communication, discretion, and organizational skills with the ability to work independently and collaboratively.

Benefits

• Medical, vision, dental, and life and disability insurance.
• Eligibility to enroll in our company 401(k) plan.