Executive Assistant To CEO

Description

• Coordinate with project managers, field supervisors, vendors, and general contractors as needed
• Coordinate meetings, site visits, and ensure all stakeholders have required documentation
• Monitor progress milestones and support timely communication with stakeholders
• Support scheduling of technicians, subcontractors, and field teams as needed
• Maintain confidentiality while handling sensitive company and project information
• Assist with follow-ups and expense reports
• Assist with preparing, formatting, and organizing board meeting documents, presentations, and reports
• Manage calendars, schedule meetings, coordinate travel, and prepare agendas for executives
• Track project budgets, cost codes, and related financial documentation
• Help track licenses, certifications, safety documentation, and compliance requirements
• Assist with onboarding, training logistics, and maintaining employee records
• Maintain organized digital and physical filing systems for project documents
• Support vendor account management and maintain updated contact lists
• Track executive priorities and ensure deadlines are met
• Serve as a primary point of contact for clients and partners when executives are unavailable
• Assist with project documentation, including submittals, RFIs, change orders, permits, and closeout packages
• Organize, draft, and proofread correspondence, proposals, reports, and internal documents

Requirements

• Proficiency with Google Workspace or Microsoft Office; comfort with project management or construction software (e.g., ServiceTitan, Procore, Buildertrend, or similar)
• Ability to work independently and handle confidential information
• Experience working with commercial job site processes and documentation
• Adaptability in high volume and fast-paced environment
• 10+ years of administrative or executive assistant experience, preferably supporting leadership in construction, field service, or commercial trades
• Maintain a professional and courteous demeanor representing the company
• Excellent time and task management skills
• Proactive problem-solving
• Familiarity with accounts payable/receivable workflows
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multitask and prioritize effectively
• Background supporting operations in plumbing, HVAC, mechanical, or other skilled trades, strongly preferred
• Attention to detail

Benefits

• Access to the Latest Technology and Project Management Tools
• Comprehensive Health, Vision, and Dental Insurance
• Benefits package may include health insurance, PTO, holidays, and retirement plan options
• Competitive compensation based on experience
• 401(k) Retirement Plan with 4% Company Match
• Ongoing Professional Development and Career Advancement Opportunities
• Competitive Salary commensurate with experience
• A collaborative, supportive work environment that fosters excellence
• Paid Time Off and 9 Paid Holidays
• Full-time position with standard business hours; occasional flexibility may be required

Training + Development

Interview process

Visa Sponsorship

Security clearance