Job Title: Executive Assistant (Construction/Real Estate)
Location: Pomona, CA
Job Type: Full-Time
Reports To: CEO
Industry: Construction / Real Estate
Job Summary:
We are seeking a highly organized and detail-oriented Executive Assistant with proven experience in the construction and/or real estate industry. This role requires strong administrative skills, project coordination capabilities, and a deep understanding of construction or real estate operations. The ideal candidate will support the executive team by managing schedules, coordinating meetings, handling sensitive communications, and ensuring smooth day-to-day operations.
Qualifications:
- Proven experience (3+ years) as an executive assistant, preferably in the construction or real estate industries.
- Strong knowledge of construction terminology, real estate documentation, and industry processes.
- Excellent organizational, time-management, and multitasking skills.
- Professional communication skills, both written and verbal.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software (e.g., Procore, Buildertrend, or similar).
- Ability to handle confidential information with discretion.
- Associate or Bachelor's degree in Business Administration, Real Estate, or a related field is preferred.
Preferred Skills:
- Familiarity with real estate leasing, development, or permitting processes.
- Experience working with general contractors, architects, and local government agencies.
- Notary Public certification (optional but preferred).
Work Environment:
- Fast-paced and deadline-driven office environment.
Key Responsibilities:
- Provide high-level administrative support to executives, including calendar management, travel arrangements, expense reporting, and correspondence.
- Prepare and review documents such as contracts, RFPs, purchase orders, lease agreements, and construction project reports.
- Coordinate internal and external meetings, site visits, and real estate project updates.
- Maintain and organize confidential files, project documents, and records in digital and physical formats.
- Liaise with contractors, property managers, clients, vendors, and regulatory agencies as needed.
- Track deadlines, permits, and compliance requirements for ongoing construction or real estate projects.
- Assist with proposal submissions, project scheduling, budgeting, and reporting tasks.
- Support business development and marketing efforts through research, presentations, and CRM management.
- Handle ad hoc projects and tasks assigned by the executive team.