Executive Administrative Assistant

Reports To: CEO / Owner

Position Type: Full-Time, In-Office

Job Summary: We are seeking a highly organized, proactive, and versatile Executive Administrative Assistant to support our CEO and streamline our business operations. In this role, you will act as a central hub—managing executive schedules, overseeing corporate contracts, keeping the Operations team briefed on upcoming pipeline details, and driving contract completions. The ideal candidate is a detail-oriented professional with a professional, persuasive phone manner who thrives in a fast-paced construction environment.

Key Responsibilities

1. Executive Support & Contract Management

• CEO Alliance: Act as the primary gatekeeper and administrative partner to the CEO, managing calendars, screening calls, and handling confidential correspondence.
• CEO Contract Ownership: Direct, organize, and track all major corporate and client contracts on behalf of the CEO.
• Contract Pipeline Drive: Actively follow up with clients via phone and email to answer basic questions, overcome administrative delays, and facilitate getting contracts signed and finalized.
• Document Control: Draft, format, and distribute high-quality memos, reports, and company correspondence.

2. Operations Liaison & Pipeline Reporting

• Operations Briefings: Serve as the bridge between executive leadership and the field by reporting all upcoming jobs and crucial job details directly to the Operations team.
• Project Intake: Create new physical and digital customer files immediately upon receipt of signed contracts, generate internal work orders, and securely process client credit card payments.

3. Sales & Contract Administration

• Sales Team Contract Support: Execute, edit, and revise field client contracts for the sales team with high attention to detail.
• Sales Reporting: Compile and complete regular sales reports for CEO or as needed

4. Marketing & Social Media Support

• Project Showcasing: Gather, organize, and send high-quality project completion photos and other visual company highlights to showcase our work online.
• Brand Visibility: Identify and package “social-media-ready” content, company milestones, or behind-the-scenes items that elevate the brand’s online presence.

5. Office Care & Customer Communications

• Phone Management: Professionally answer, screen, and route incoming office calls; take accurate messages and ensure inquiries are directed at the right team member.
• Day-to-Day Office Care: Maintain a clean, professional, welcoming, and organized front office and workspace environment.
• Supply Inventory: Monitor and manage inventory for office essentials, kitchen/coffee station, and restrooms; handle restocking so the office runs smoothly

Position Requirements & Qualifications

• Experience: 3+ years of administrative experience (experience in construction, contracting, or service industry is highly preferred).
• Communication & Phone Etiquette: Excellent phone manner and professional verbal communication skills for screening calls and greeting clients.
• Follow-up & Communication: Strong, professional communication skills with the confidence to follow up with clients diligently and secure signatures.
• Office Coordination: Strong organizational skills with a natural inclination to keep physical and digital workspaces orderly and well-stocked
• Skills: High proficiency in Microsoft Office 365 (especially Outlook calendar and email management) Excel, Word, PowerPoint, Salesforce, digital signature platforms (e.g. Formstack).
• Attributes: Exceptional gatekeeping, screening, and multitasking skills; a self-starter who takes initiative to keep both projects and the office moving forward.

Compensation & Company Benefits

We value our team members’ hard work and dedication, offering a highly competitive compensation package that includes:

• Salary: Starting at $60,000 / year , based on experience.
• Financial : 401(k) retirement savings plan and performance-based bonus opportunities.
• Health & Wellness: Comprehensive Medical insurance options paired with available Supplemental Insurance coverage.
• Work-Life Balance: Paid Time Off (PTO) allotment and paid Holiday Pay to ensure you can rest and recharge.