The Executive Assistant is responsible for providing administrative and strategic support to the Managing Principals. This position manages a wide range of administrative and operational tasks in a fast-paced environment. The Executive Assistant will ensure the executive's time is efficiently managed and will provide key support in driving the business forward.
Essential Duties & Responsibilities
- Manage and prioritize the executive's calendar, including scheduling internal and external meetings, site visits, and travel. Ensure the executive is informed of upcoming commitments and any conflicts or changes.
- Prepare, edit and proof correspondence, reports, presentations, and other materials for executive review.
- Organize, prepare agendas, coordinate attendees and manage logistics for internal and external meetings with project teams, contractors, and clients.
- Prepare and submit executives expense reports and reconcile credit card statements for processing and reimbursements.
- Organize and manage travel arrangements, including flights, accommodation, ground transportation, and site logistics.
- Handle confidential information with a high degree of integrity and discretion. Maintain a high level of professionalism when managing sensitive communications and executive decisions.
- Oversee the smooth functioning of the corporate office, including maintaining office equipment, ordering supplies and coordinating with the building's property management and security teams. Provide back-up telephone and front desk coverage as needed.
- Build and maintain strong relationships with internal and external stakeholders, including employees, clients, vendors, and subcontractors. Ensuring clear and effective communication.
- Ensure that all interactions and communications reflect a professional image of the company.
- Handle special projects and tasks as assigned to support various initiatives and goals.
Knowledge, Experience, and Special Skills Required
- Three (3) to five (5) years in an executive assistant role preferably supporting senior management.
- High school diploma or equivalent; associate or bachelor's degree in business administration or a related field is a plus.
- Exceptional organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Procore and Bluebeam is a plus.
- Strong attention to detail and ability to multitask.
Job Demands
May be exposed to heavy machinery/equipment, hazardous chemicals and extreme weather conditions. A minimum of 40 hours per week is required. Works hours will vary depending on project specifications, and may involve overtime, weekends and night work.
The above statements are intended to describe the general nature and level of the work required. They are not exhaustive lists of all duties and responsibilities, knowledge, skills, abilities, physical job demands and working conditions associated with the job. Successful candidates will seek additional duties to master.
Coakley & Williams Construction is an Equal Opportunity and Affirmative Action Employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veterans' status, or any other status prohibited by applicable national, federal, state, or local law. Coakley & Williams promote a drug-free workplace.