Benefits:

401(k)

401(k) matching

Competitive salary

Dental insurance

Health insurance

Paid time off

Vision insurance

Position Title: Executive Construction Project Assistant

Location: Project Site (Various)

Job Type: Full-Time

Reports to: Executives, Directors, and Project Managers

Position Overview:

Executive Construction Project Assistant should be highly motivated, a self-starter, detail-oriented and highly organized. Successful candidates will provide administrative support to Executive Director, Managers and field teams, ensuring the smooth and efficient operation of construction projects. This role involves managing project documentation, coordinating schedules, and assisting with communication between stakeholders to ensure that project milestones are met on time and within budget.

Key Responsibilities

Office Operations Oversight: Manage the day-to-day administrative operations of the office, including ordering office supplies, maintaining office equipment, and overseeing general office upkeep.

Reception and Client Interaction: Serve as a point of contact for office visitors, including clients, contractors, and vendors. Ensure a professional and welcoming office environment at all times.

File and Database Management: Maintain accurate and up-to-date physical and digital filing systems for all project-related and office documents. Ensure data is securely stored and easily accessible to authorized personnel.

Administrative Support for Team: Provide general administrative assistance to the project team, including coordinating meeting schedules, processing expenses, and assisting with the preparation of reports and presentations.

Scheduling and Coordination: Provide administrative support to the Executive Director and Project Manager by managing their calendar, scheduling meetings, and organizing travel arrangements. Ensure timely preparation of materials for meetings and presentations. Assist in the coordination of project support activity schedules, ensuring timely execution of tasks. Work closely with the Executive Director and Project Manager to monitor deadlines and update support activities schedules as needed.

Correspondence and Communication: Handle internal and external communications on behalf of the Executive Director and project manager, including assisting with preparation and formatting of letters and memos, drafting emails, preparing reports, and responding to inquiries. Serve as a point of contact between Executive Director, project managers, field teams, contractors, suppliers, and clients. Facilitate communication and ensure all stakeholders are informed of project progress, changes, and issues.

Meeting Coordination and Documentation: Organize meetings and conferences for the Executive Director and Project Manager, ensuring all logistics are in place. Prepare agendas, take notes, and distribute meeting minutes to ensure follow-up actions are executed.

Project Documentation Management: Receives, manages, and maintains project documents. Maintain accurate and up-to-date records for all project documents, including contracts, change orders, RFIs (Requests for Information), submittals, and purchase orders. Ensure compliance with company standards and regulatory requirements.

Procurement Assistance: Support the procurement process by helping to issue purchase orders, track deliveries, and monitor inventory levels to ensure materials are available when needed.

Budget and Cost Tracking: Assist with tracking project budgets and costs, including reviewing invoices and processing payments. Provide support in preparing financial reports and cost forecasts.

Site Visits and Coordination: Participate in site visits to ensure that work is progressing according to plan. Assist with coordinating logistics, materials, equipment, and personnel as needed.

Compliance and Quality Control: Ensure that all project activities comply with legal and safety regulations. Assist with preparing documentation for safety audits, inspections, and regulatory reviews.

Client and Stakeholder Relations: Provide support in preparing project updates and presentations for clients and stakeholders. Assist with addressing any client concerns or inquiries in a timely and professional manner.

Other Duties: Performs other related duties as assigned as assigned by executive management or required for the successful procurement and delivery of the project development.

Skills

Office Management

Self-Starter

Sense of urgency

Strong organizational and time-management skills.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Familiarity with construction project management software (e.g., Procore, AUTODesk, or similar platforms).

Ability to manage multiple tasks and meet deadlines.

Basic understanding of construction processes & contracts

Work Environment

The position will primarily be field office based.

Some travel may be required

Minimum Requirements:

Preferred Qualification

1-3 years of administrative, contract, accounting or related experience

Experience with document processing and data management

Strong time management skills with the ability to prioritize tasks effectively

Excellent communication and interpersonal abilities for effective project coordination

Preferred Qualification

Associates degree (relevant field preference above others)

The offered rate of compensation will be based on a variety of non-discriminatory factors, including education, qualifications, experience, and geographic location. The salary range for this position is $30/Hr - $35/Hr