Title: Executive Assistant – Licensing & Compliance

GEMCO Constructors, LLC, headquartered in Indianapolis, IN, is a mechanical, electrical, plumbing, building automation systems and service contractor providing comprehensive design and build solutions for its customers throughout the United States.

Position Summary

The Executive Assistant – Licensing & Compliance plays a critical dual role in supporting GEMCO’s CFO and Executive Leadership Team and ensuring ongoing legal compliance for the company and its affiliated entities. This position combines high-level administrative support with responsibility for coordinating the full lifecycle of business, trade, and professional licensing and permitting. The ideal candidate is highly organized, detail-oriented, and capable of managing time-sensitive compliance processes while maintaining discretion and professionalism in executive support functions.

Primary Responsibilities and Duties

Executive Support

• Provide high-level administrative support to the CFO and Executive Leadership Team, including calendar management, travel arrangements, meeting coordination, and communication handling.
• Draft and manage correspondence, reports, presentations, and other documents for internal and external audiences.
• Coordinate logistics and materials for company meetings, leadership off-sites, and company events (e.g., holiday gatherings, team-building outings).
• Serve as a liaison between executives and internal departments or external partners, ensuring timely follow-up and communication.

Licensing & Compliance

• Manage and coordinate the application, renewal, and maintenance of all required business, trade, and professional licenses at the city, county, and state levels across GEMCO’s national footprint.
• Ensure permits are secured, documented, and tracked prior to project launches.
• Maintain accurate records and annual updates for General Contractor (GC) licenses for all trades.
• Manage bonding requirements, including securing and tracking bonds and trade-specific licensing bonds.
• Track and schedule continuing education (CE) seminars and hours for licensed employees, specifically within the Electrical Trade.
• Ensure ongoing compliance of all GEMCO entities by completing annual business filings with Secretaries of State.

·         Collaborate with permitting offices, regulatory agencies, and internal project teams to streamline licensing processes and avoid delays.

Additional Duties

• Support onboarding and compliance documentation for subcontractors, maintaining accurate and up-to-date records.
• Provide administrative support on special projects, company initiatives, and events as needed.
• Perform other duties as assigned by executive leadership.

Qualifications:

·         Minimum 4 years of experience in an executive assistant, administrative, licensing, or compliance-focused role. Construction industry experience preferred.

·         Strong organizational and time management skills with the ability to balance executive support and compliance responsibilities.

·         Proficient in Microsoft Office Suite, particularly Outlook, Word, and Excel.

·         Excellent written and verbal communication skills.

·         Self-motivated with the ability to work both independently and collaboratively in a fast-paced environment.

Preferred:

·         Experience with licensing and permitting systems such as Accela or MyGov.

·         Experience with construction management software like Procore.

·         Understanding of contractor licensing and bonding requirements across multiple jurisdictions.

·         Experience coordinating CE tracking and professional certification renewals.

Traits/Competencies

·         Flexibility

·         Decisiveness

·         Dependability

·         Resourcefulness

·         Initiative

Requirements

·         High school diploma required, Bachelor’s degree in Business Administration or related field preferred.

·         At least four years of relevant experience supporting senior leadership and/or managing compliance tasks.

·         Extremely proficient with office technology and systems; quick to learn new software platforms.

·         Ability to sit for prolonged periods and lift up to 15 lbs. occasionally.

·         Willingness to travel if needed.

Physical Demands

·         Prolonged periods sitting at a desk and working on a computer.

·         Must be able to lift to 15 pounds at times.

·         Ability to travel.

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.