Executive Administrative Assistant

Position Summary:

The Executive Administrative Assistant plays a critical role in the smooth operation by providing high level support to executives as well as other department heads. This individual is responsible for overseeing day-to-day administrative tasks, supporting field operations, and keeping the office running efficiently. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.

Key Responsibilities:

- Office Administration:

- Manage daily office operations including phones, scheduling, mail, and supply orders

- Strategic support:

Assist with project management, gather data, contribute to strategic planning, and help maintain efficient workflows

- Meeting coordination-

Arrange logistics for meetings, prepare agendas and materials, take minutes, and distribute action items

- Communication and correspondence

- Travel arrangements

- Maintain and organize company files (digital and physical)

- Support HR functions: onboarding, employee records, timesheet tracking

- Project & Field Support:

- Coordinate with field crews and foremen to ensure proper documentation, scheduling, and reporting

- Assist with other departments as needed with items such as permitting, job closeouts, and utility company paperwork

- Communicate information to employees and managers

- Communication & Customer Service:

- Serve as the point of contact for clients, vendors, and subcontractors

- Draft and distribute internal communications and meeting notes

- Provide general support to leadership team as needed

All other job duties as assigned

Qualifications:

- Proven experience in an administrative role (construction or utility industry preferred)

- Proficiency in Microsoft Office Suite and office software (QuickBooks, Excel, scheduling tools)

- Excellent communication and interpersonal skills

- Strong problem-solving abilities and attention to detail

- Ability to multitask and work under pressure

- Discretion and judgement

- Strategic thinking

Preferred:

- Experience working in powerline, utility, or electrical contracting environment

·        Minimum of 3 years’ experience in a similar role