Job Description

Title: Executive Administrative Assistant (Construction Industry)

Location: Murrieta, CA (on-site only)

Salary: $75K to 95K DOE

The Executive Assistant provides high-level strategic and administrative support to the CEO and executive team. This position operates as a trusted extension of the CEO’s office, ensuring effective executive operations, clear communication, and consistent follow-through on organizational priorities. The Executive Assistant partners across all departments—including Operations, Preconstruction/Estimating, Project Management, Field Supervision, Safety, Finance/Accounting, HR, Equipment, and Business Development—to support coordination, reporting, and leadership rhythm while maintaining strict confidentiality and discretion.

Essential duties and other responsibilities include, but are not limited to, the following:

• Manage the CEO’s calendar, priorities, and scheduling across internal teams, jobsites, clients, and industry events.
• Prepare agendas, briefing materials, project summaries, key metrics, and talking points for executive meetings.
• Draft, edit, and finalize executive communications including emails, memoranda, presentations, letters, and announcements.
• Track executive action items and deadlines; follow up with department leaders to ensure timely completion.
• Assist in compiling executive-level reports and dashboards, including project status updates, staffing needs, safety metrics, financial summaries, backlog reports, bid pipeline updates, and risk items.
• Support scheduling and logistics for executive jobsite visits, leadership walk-throughs, and client meetings.
• Maintain awareness of major project milestones including awards, notices to proceed, subcontract awards, major work phases, and project turnover dates.
• Plan and coordinate executive meetings, including leadership staff meetings, project reviews, safety/quality reviews, and strategic planning sessions.
• Prepare and distribute pre-reads and meeting materials in advance.
• Take detailed meeting notes and convert discussions into clear action items with assigned owners and due dates.
• Ensure meeting outcomes are documented and communicated appropriately.
• Organize and maintain executive files, project documentation, and sensitive materials using consistent naming and version control practices.
• Support preparation, routing, and tracking of executive-level documents such as contracts, change directives, NDAs, vendor agreements, and internal approvals.
• Maintain strict confidentiality regarding personnel matters, financial information, client negotiations, and project-sensitive issues.
• Serve as a professional point of contact for internal leaders, clients, vendors, partners, and community stakeholders.
• Manage inbound communications with discretion and urgency while protecting executive focus.
• Support executive-level events, including client functions, industry association activities, and internal leadership meetings.
• Coordinate travel arrangements, expense reporting, and reimbursements; ensure accuracy and timely submission.
• Support executive office procurement needs and special projects as assigned.
• Maintain professionalism and composure during high-activity project phases.

Required Qualifications

• 5+ years of executive administrative support experience (construction, engineering, contracting, or similar environment strongly preferred).
• Demonstratedability to handle highly confidential information with integrity and maturity.
• Strong organizational skills with the ability to manage multiple priorities, shifting deadlines, and complex stakeholder schedules.
• Excellent written and verbal communication skills; capable of producing executive-ready documents.
• High proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and document management tools (SharePoint or similar).
• Ability to work independently, anticipate needs, and solve problems proactively.

Preferred Qualifications (Highly Valued)

• Experience supporting executives in heavy civil, water/wastewater, industrial, or commercial construction.
• Familiarity with construction workflows and terminology (e.g., RFIs, submittals, change orders, pay applications, schedules, bid calendars, procurement logs).
• Understanding of jobsite culture, safety expectations, and field-to-office communication dynamics.

Certificates, Licenses, Registrations

• A valid California Driver’s License

Please no calls or emails from Recruiters or Recruiting Services.

Equal Employment Opportunity

The Company is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. If you’d like to view a copy of the company’s affirmative action plan, Equal Employment Opportunity Poster or policy statement, please email ***email_hidden***. If you have a disability and you believe you need reasonable accommodation in order to search for a job opening or to submit an online application, please email ***email_hidden*** or call 559-441-1900. This email and phone number is created exclusively to assist disabled job seekers whose disability prevents them from being able to apply online. Only messages left for this purpose will be returned. Messages left for other purposes, such as following up on an application or technical issues not related to a disability, will not receive a response.

Notice to Staffing Agencies

The Company will not accept unsolicited resumes from any source other than directly from candidates. Any unsolicited resumes sent to the Company, including via mailing address, fax machine, email, or directly to employees, will be considered the property of the Company. The Company will not pay any fee for placements resulting from unsolicited resumes. The Company will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must receive advance written approval from the Company’s recruiting representative before submitting resumes, and only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. The Company will not pay fees to any Agency without such an agreement in place. Agency agreements must be in writing and signed by the Human Resources Representative or their designee; no other Company employe is authorized to enter into agreements regarding candidate placements on behalf of the Company. Please send any questions or concern to ***email_hidden***.

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