Executive Assistant - Project Management

Job Description

Job Description

Executive Assistant - Project Management

Become the strategic right hand to a leader driving impact across our Architectural Millwork Project Management function.

Are you an ultra-organized, proactive professional who thrives in a fast-paced environment? Do you love being the person who keeps everything on track-before anyone else even realizes what's needed? If so, we'd love to meet you.

We're seeking a high-performing Executive Assistant to support our Senior Vice President of Project Management and play a key role in shaping the effectiveness of the team and satisfaction of our clients. In this role, you'll manage a complex calendar, oversee communications, support training initiatives, coordinate events, and partner with leaders across the organization to fulfill commercial construction projects across the country.

What You'll Do

Executive Support

• Orchestrate the SVP's daily flow by managing a busy calendar, travel arrangements, meetings, and appointments.
• Prioritize and triage incoming emails, calls, and correspondence-drafting responses and managing follow-up.
• Coordinate meetings and high-level events: logistics, agendas, meeting minutes, and action tracking.
• Serve as the primary point of contact for internal teams and external partners.
• Act as a liaison, ensuring smooth communication between the SVP and stakeholders.
• Conduct research and prepare clear, concise briefing memos for executive decision-making.
• Support special projects that advance key project management initiatives.
• Utilize Vista software to generate high-level financial reporting, audits, and job-cost quality assurances.
• Manage vendor relationships to support project schedules and operational needs.
• Attend meetings, take notes, and deliver timely follow-up and reporting.
• Coordinate off-site executive meetings and track outcomes.
• Handle confidential information with absolute discretion.
• Provide broad administrative support and tackle project-based tasks as needed.
• Assist in developing and maintaining training initiatives for Project Managers across multiple companies.
• Handle logistics for training sessions, including setup, materials, and technology.
• Track employee participation, completion of required training, and performance-related documentation.
• Support communication efforts for development programs and learning opportunities.

What You Bring

• A commitment to confidentiality and professionalism at all times.
• Exceptional written and verbal communication skills.
• High emotional intelligence, diplomacy, and the ability to build strong working relationships.
• Mastery of Microsoft Office Suite and calendar management systems.
• A sharp eye for detail, strong organizational skills, and the ability to juggle multiple priorities.
• Initiative, independence, and the ability to anticipate needs before they arise.
• Strong problem-solving capabilities and adaptability when situations shift.
• A strong business acumen of commercial construction operations or related industry.
• Experience with Vista accounting software preferred.
• A general understanding in cost-based accounting or Critical Path scheduling is a plus.

Why You'll Love It Here

This role is perfect for someone who loves variety, values meaningful partnership, and enjoys being at the center of organizational momentum. You'll support team success, contribute to critical initiatives, and help elevate the effectiveness of a rapidly evolving project management function.

If you're energized by responsibility, committed to excellence, and ready to make a significant impact-we want to hear from you.