Job Description

Job Description

Job Description

Executive Assistant to the President and CBO

We are a local General Contracting Firm, seeking a highly organized, proactive, and exceptionally skilled Executive Assistant to provide comprehensive, high-level support to the President and Chief Business Officer (CBO), with occasional support for other managers. This role is perfect for a self-starter who thrives on ownership, possesses impeccable follow-through, and excels at mastering new, complex tasks with minimal instruction. The ideal candidate will serve as a critical operational "firewall," ensuring the executive team remains focused on strategic priorities and growth initiatives.

What You'll Own

This multifaceted role balances essential office administration with significant executive and operational support, requiring a high degree of adaptability, professionalism, and confidentiality.

Executive and Operational Support

• Executive Support & Coordination: Provide direct, comprehensive administrative support to the President and CBO, ensuring their daily operations run with intention and clarity.
• Drafting and Reporting: Draft, review, and edit research summaries, reports, professional correspondence, and other formal documents with excellent written and verbal communication skills.
• Contract Management: Assist with the completion, tracking, and organization of contracts and related documentation.
• Meeting Management: Assist with managing and optimizing executive calendars, taking comprehensive meeting minutes and coordinating action items and follow-up to ensure closure.
• Communication & Professionalism: Act as a professional liaison and gatekeeper, managing executive-level communications and maintaining a high level of professionalism in all internal and external interactions.
• Media Assistance: Assist with developing and coordinating content for social media and other media posts.

Safety, Fleet, and Asset Management

• Safety and Fleet Oversight: Assist in the management and oversight of the safety program and the fleet program .
• Inventory Management: Manage inventory levels for office and job site needs.
• Asset Tracking: Maintain accurate software, hardware, and asset tracking logs.

Process & Initiative Management

• Process Creation: Actively assist in creating new processes and initiatives to improve operational efficiency.
• Employee Form Updates: Manage and execute employee form updates and distribution.
• Complex Task Ownership: Take full ownership of projects and tasks, especially new or complicated ones, requiring independent research, analysis, and implementation with minimal instruction and impeccable follow-through .

Cross-Trained Operational Backup

• Small Office Backup: Learn and cross-train on key administrative functions for critical operational continuity within the small office environment.
• Backup Functions: Serve as the trained back-up for essential duties including, but not limited to:
• Payroll processing
• Compliance documentation and tracking
• Check printing and banking coordination
• Learning other people's specialized job functions as directed.

Office Administration & Maintenance

• Filing & Organization: Develop and implement organized filing systems (both digital and paper) and maintain documents related to various projects.
• Supply Management: Oversee the ordering, stocking, and inventory of office supplies and equipment.
• Office Maintenance: Perform all necessary light office duties (e.g., mail, errands, greeting guests) to keep the environment running smoothly.

Qualifications and Experience

• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting C-suite or Founders/Principals is preferred.
• Demonstrated ability to take ownership of tasks , prioritize, and manage multiple complex projects simultaneously in a high-demand environment.
• Exceptional written and verbal communication skills ; ability to draft executive-level correspondence with a polished and professional voice.
• High level of organizational skills, strong attention to detail , and a focus on follow-through .
• Proven ability to research, learn, and execute new, complicated tasks quickly and independently with minimal guidance .
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to adopt new technology platforms quickly.
• An unshakeable presence and the ability to maintain an extreme level of confidentiality and discretion regarding all business and personal matters.

With over two decades of experience, United Building Contractors has been a trusted leader in the construction and modernization of educational facilities and public works projects since 2001. We're known for our collaborative, expert approach, successfully tackling complex projects with demanding budgets and schedules. Our goal is to make the process as seamless as possible for our clients, handling every detail from scheduling and design to labor compliance and close coordination with state authorities. We deliver high-quality, on-budget facilities, allowing our clients to leave the work and the worrying to us.

Company Description

With over two decades of experience, United Building Contractors has been a trusted leader in the construction and modernization of educational facilities and public works projects since 2001. We're known for our collaborative, expert approach, successfully tackling complex projects with demanding budgets and schedules. Our goal is to make the process as seamless as possible for our clients, handling every detail from scheduling and design to labor compliance and close coordination with state authorities. We deliver high-quality, on-budget facilities, allowing our clients to leave the work and the worrying to us.

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