Senior Executive Administration (Construction)

About the role

The Senior Administrative Assistant is responsible for providing administrative support to senior management or department. This position will perform a wide range of administrative and general office duties to ensure timely and accurate completion of assignments to enhance the efficiency and effectiveness in meeting operational objectives.

Responsibilities

• Provide direct administrative support to a team of fourteen Superintendents
• Manage and coordinate complex calendars, meetings, and schedules
• Prepare and distribute correspondence including memos, letters, reports, and forms
• Maintain East Region Manpower List
• Correspondence with Local Unions
• Scheduling & Meeting Coordination: Coordinate meetings, project reviews, and quarterly foreman meetings
• Schedule training sessions and leadership meetings
• Document/Track employees that completed trainings
• Arrange meeting logistics including rooms and virtual access
• Manage scheduling conflicts
• Maintain manpower tracking including new hires and classification changes
• Assist with manloader charts for planning
• Coordinate training schedules
• Manage enrollment and tracking
• Assign online training
• Support orientation and training events
• Maintain employee records including evaluations and disciplinary actions
• Ensure confidentiality and accuracy
• Serve as liaison between field and leadership
• Assist with union job calls
• Process expense reports
• Assist with workforce reporting
• Filing, scanning, and document prep
• Coordinate travel
• Support IT needs
• Improve administrative systems

Requirements

• Attention to detail is necessary; strong analytical skills favored
• Proficient in using a computer and Microsoft Office (Outlook, Word, Excel, etc.); Oracle preferred
• Prioritize and manage multiple tasks, changing priorities as necessary
• Work under pressure and adapt to changing requirements with a positive attitude
• Oral and written communication skills as required for the position
• Self-motivated, proactive and an effective team player
• Interact effectively and professionally with all levels of employees, both management and staff alike, vendors, clients, and others

Qualifications

• Associate degree in Business Administration or related discipline
• Minimum 5 years’ administrative support experience, preferably in a construction environment
• Must have initiative and be efficient at Excel, PowerPoint, Smartsheet’s
• Can be a combination of education, training, and relevant experience

Working Conditions

General work environment – sitting for long periods, standing, walking, typing, carrying, pushing, bending. Work is conducted primarily indoors with varying environmental conditions such as fluorescent lighting and air conditioning. Noise level is usually low to medium; it can be loud on the jobsite.

We fully comply with the ADA and applicable state law, including considering reasonable accommodation measures that may enable qualified disabled applicants and employees to perform essential functions.

Occasional lifting of up to 30 lbs.

Benefits

• ESOP – Employee Stock Ownership
• 401K
• Annual bonus program based upon performance, profitability, and achievement
• 17 PTO days per year plus 10 paid holidays
• Medical, Dental, Vision Insurance
• Term Life, AD&D Insurance, and Voluntary Life Insurance
• Disability Income Protection Insurance
• Pre-tax Flexible Spending Plans (Health and Dependent Care)
• Charitable Giving Match with our Rosendin Foundation