Executive Assistant to the Owner (Construction Company)

Job Summary

We are seeking a dynamic and highly organized Executive Assistant to support the Owner of a thriving construction company in the Coachella Valley. This pivotal role requires a proactive professional who excels in managing complex schedules, coordinating projects, and handling confidential information with discretion. The ideal candidate will be an energetic self-starter with exceptional communication skills, ready to streamline daily operations and facilitate seamless collaboration across teams. Your expertise will ensure the owner’s time is optimized, allowing them to focus on strategic growth and project oversight.

Responsibilities

• Manage and coordinate the owner’s calendar, including scheduling meetings, appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Provide comprehensive administrative support, including drafting correspondence, proofreading documents, transcribing meetings, and maintaining organized filing systems.
• Assist with project coordination by tracking deadlines, preparing reports, and liaising with team members to ensure timely completion of tasks.
• Handle internal communication efficiently across departments, facilitating smooth information flow and collaboration with staff.
• Organize events such as meetings, conferences, and company functions, including venue booking, catering arrangements, and logistics planning.
• Oversee office management duties such as data entry, filing, front desk responsibilities, multi-line phone system operation, and customer service interactions.
• Utilize productivity software like Microsoft Office Suite, Sage 100 for bookkeeping tasks, video conferencing software for virtual meetings, and DocuSign for document signing processes.
• Maintain confidentiality when handling sensitive information related to company projects or personnel matters.
• Support bookkeeping activities including invoicing and expense tracking using Sage 100.
• Coordinate business travel logistics ensuring accommodations, transportation, and itineraries are efficiently arranged.
• Other duties as assigned.

Requirements

• Proven experience as an executive assistant or personal assistant supporting high-level executives within a fast-paced environment.
• Strong organizational skills with the ability to multitask effectively while maintaining attention to detail.
• Excellent written and verbal communication skills coupled with professional phone etiquette.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace applications, Microsoft Outlook Calendar, video conferencing tools (Zoom, Teams), and familiarity with DocuSign.
• Demonstrated ability to handle confidential information discreetly and professionally.
• Experience in event planning and project management within an office or construction setting is highly desirable.
• Technical proficiency in office equipment such as multi-line phone systems and data entry tools.
• Ability to work independently with minimal supervision while collaborating seamlessly with team members at all levels of the organization.

Join us in supporting our leadership team by delivering exceptional administrative excellence that drives our company’s success forward!

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Parental leave

Work Location: In person