Executive Assistant & Office Manager

Job Description:

As an Executive Assistant & Office Manager, you will provide high-level administrative support to our executive leadership team and ensure the smooth operation of office functions. Your role will involve managing schedules, coordinating meetings, overseeing office needs, and maintaining clear communication with team members, clients, and subcontractors. This is a unique opportunity to contribute to a dynamic environment within the construction industry.

Key Responsibilities:

Core Roles and Responsibilities:

Administrative Support:

·         Manage and organize the executive’s schedule, including meetings, appointments, and travel arrangements.

·         Handle and prioritize emails, phone calls, and other correspondence on behalf of the executive.

·         Prepare, edit, and proofread reports, presentations, and other documents.

·         Maintain records, files, and databases for easy retrieval and reference.

·         Ensure the executive is well-prepared for meetings by providing agendas, briefings, and relevant materials.

Communication Management:

·         Serve as a point of contact between the executive and internal/external stakeholders.

·         Acting as a liaison between executives and departments or managing a team of administrative staff.

·         Draft and respond to correspondence, including emails, memos, and letters.

·         Facilitate clear communication between team members, departments, and external partners.

Event and Meeting Coordination:

·         Schedule and coordinate meetings, conferences, and events.

·         Prepare meeting agendas, take notes, and distribute minutes and follow-up items.

·         Arrange logistics for in-person and virtual meetings, including booking venues and setting up video conferencing.

Project Management Support:

·         Assist with planning, organizing, and monitoring ongoing projects.

·         Track deadlines, deliverables, and milestones to ensure timely completion.

·         Coordinate resources and communication for cross-functional teams.

Office and Resource Management:

·         Oversee office needs, including ordering supplies, maintaining office equipment, and coordinating repairs.

·         Ensure a smooth workflow by identifying and resolving administrative bottlenecks.

·         Wearing multiple hats, such as handling HR, event planning, or basic marketing tasks.

Confidentiality and Discretion:

·         Handle sensitive and confidential information with utmost professionalism.

·         Act as a trusted confidant for the executive, managing both personal and professional matters as needed

Requirements:

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management software.
• Strong attention to detail and problem-solving abilities.
• Ability to work under pressure in a fast-paced environment.
• Experience in the construction industry is a must.
• High school diploma or higher required; associate or bachelor’s degree preferred.