URGENT: Construction Executive Assistant (US construction experience is required)
- Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
- Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
- Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
- Track unanswered messages and help ensure important communications receive timely responses.
- Manage the General Manager's calendar, appointments, and deadlines during California business hours.
- Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
- Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
- Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
- Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
- Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
- Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
- Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.
- Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
- Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
- Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
- Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
- Collect status updates from department leaders and project personnel as requested.
- Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
- Help the General Manager prepare for weekly discussions with the company President.
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