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 5 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

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

JGM

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Executive Assistant Project Coordinator