Executive Assistant Project Coordinator

Executive Assistant/Project Coordinator

Overview

An Executive assistant with Construction Project Coordinator experience is a dual-role position that supports construction project management in the architectural industry while providing high-level administrative assistance to executives. This position requires exceptional organizational skills, construction and architectural knowledge, and managing multiple priorities.

Responsibilities

Project Coordination

• Coordinate between project managers, contractors, clients and vendors to ensure smooth project execution
• Track project milestones, deadlines and deliverables using project management software
• Prepare and maintain project documentation including permits, contracts, and change orders
• Schedule and coordinate site meetings, inspections, and client walkthroughs
• Monitor budget expenditures and track project costs
• Create and distribute regular project status reports to stakeholders
• Assist with procurement and vendor management activities
• Support the management of architectural drawings, specifications, and design documentation
• Coordinate design review processes and manage revision workflows

Executive Support

• Manage executives’ calendars, coordinate meetings, and arrange travel
• Prepare executive correspondence, presentations, and reports
• Screen calls, visitors, and correspondence for priority handling
• Coordinate board meetings and prepare meeting materials
• Maintain confidential company records and documentation
• Support strategic initiatives and special projects as assigned
• Serve as liaison between executives and other departments/external parties
• Assist with industry event coordination

Qualifications

• At least 7-8 years of experience in construction administration or project coordination
• Strong knowledge of construction terminology, processes and documentation
• Exceptional organizational and time management skills
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience with project management software (Procore, Primavera, MS Project, BlueBeam)
• Understanding of architectural drawings, blueprints, and specifications
• Familiarity with architectural design software (AutoCad, Revit, SketchUp)
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and exercise discretion
• Bilingual communication; English/Spanish

Preferred

• Associate or bachelor’s degree in architecture, construction management, business administration, or related field
• Construction industry certifications (OSHA, LEED)
• Experience with construction management software, such as ProCore
• Familiarity with contract administration and procurement processes
• Experience coordinating with design consultants (structural, MEP, interior design)
• Knowledge of sustainable design practices and LEED documentation requirements

Working Conditions

• Primary office environment
• Travel required to project location (less than 10%)

If you meet these requirements and are ready for a challenging and rewarding role, we invite you to apply.

Our benefits include:

Medical, Dental, and Vision Insurance

Comprehensive health coverage to ensure employees and their families receive quality healthcare protection.

401(k) Retirement Plan

Competitive retirement savings program with up to 4% company matching, helping employees build long-term financial stability.

Flexible Work Schedule

Empowering employees with the ability to balance work and personal life through adaptable working hours and potential remote work options.

Additional Insurance Benefits

Life insurance to provide financial protection for employees’ loved ones

Pet insurance to support employees’ furry family members

Paid Time Off

Flexible time off to promote work-life balance and employee wellness

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign duties and responsibilities as needed to support organizational goals and operational requirements.