What are the responsibilities and job description for the Executive Assistant position at Musselman & Hall Contractors?
We are seeking a highly organized, proactive, and analytical Executive Assistant to support the Vice President (VP) of Construction. This role requires a professional who can manage complex schedules, coordinate high-level meetings, and handle sensitive information with discretion and confidentiality. The ideal candidate will possess strong problem-solving skills and an analytical mindset to assist decision-making processes and operational support.
Essential Functions
- Provide high-level administrative support to the VP of Construction, managing calendars, scheduling meetings, and coordinating occasional travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents as required.
- Conduct research and compile data to support project analysis and decision-making.
- Assist in preparing construction project reports, tracking milestones, budgets, and deadlines.
- Manage communication on behalf of the VP, including responding to emails and phone inquiries.
- Organize and maintain files and records.
- Coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
- Collaborate with cross-functional teams to ensure project timelines and objectives are met.
- Handle confidential and sensitive information with integrity and discretion.
- Proactively identify and solve administrative and operational challenges.
- Performs other duties as assigned
Knowledge, Skills, and Abilities
- Strong analytical skills with the ability to gather, interpret, and present data effectively.
- Excellent organizational and time-management skills.
- High level of discretion and professionalism.
- Exceptional written and verbal communication skills.
- Proficiency in Google Workspace / Microsoft Office Suite
- Ability to act with integrity, professionalism, confidentiality, and while following Musselman and Hall policies and values
Experience & Education
- Bachelor’s degree in Business Administration, Construction Management, or related field and 2 years of experience supporting senior-level executives. Required or
- 5 years of minimum experience in an executive assistant or administrative support role, preferably in the construction or related industry.
Physical Demands
The physical demands listed must be able to be met by the incumbent in this role to successfully perform the essential functions of the job, with or without reasonable accommodation
- Ability to regularly attend work in an office environment
- Ability to intermittently lift up to 50 pounds
- Ability to use a ladder
- Ability to spend prolonged periods sitting at a desk and working on a computer
- Ability to navigate around the office and yard
Other Requirements
- Full-time hours required; most work will be performed on weekdays during regular business hours
- Some travel to M&H office locations may be required
