Administrative Assistant to the VP

An Administrative Assistant to the VP of a Construction Company typically provides highlevel administrative support to the Vice President and other senior leadership members. Their responsibilities can vary depending on the company and the VPs needs but generally include the following:

Key Responsibilities:

1. Calendar and Scheduling Management:
• Organize and manage the VPs calendar ensuring that meetings appointments and deadlines are efficiently managed.
• Coordinate internal and external meetings site visits and travel arrangements.
2. Document Preparation:
• Prepare and edit reports presentations and correspondence.
• Ensure all documents (including contracts proposals and project updates) are filed and accessible.
• Create and manage spreadsheets for tracking construction projects budgets and timelines.
3. Communication:
• Act as a liaison between the VP and other team members departments clients and contractors.
• Answer phone calls emails and other forms of communication prioritizing and addressing matters accordingly.
4. Project Coordination:
• Assist in tracking the progress of construction projects and ensure that deadlines are being met.
• Help with project documentation and compliance including permits regulations and safety requirements.
5. Vendor and Client Interaction:
• Communicate with suppliers contractors and clients to coordinate deliveries updates and approvals.
• Handle invoicing purchase orders and other financial documentation.
6. Travel Coordination:
• Book and coordinate travel for the VP to construction sites or industry events.
• Handle logistics for site visits ensuring the VP has everything they need for the trip.
7. Office Management:
• Order office supplies and ensure the work environment is wellmaintained and efficient.
• Handle office maintenance issues or coordinate with the facilities team as needed.
8. Confidentiality and Security:
• Handle sensitive company information with discretion and maintain confidentiality.
• Ensure that security protocols are followed for project documentation and client interactions.

Skills & Qualifications:

• Strong Communication: Written and verbal communication skills to interact with a variety of stakeholders.
• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Construction Industry Knowledge: Familiarity with construction terminology project management and documentation processes.
• Time Management: Ability to manage competing priorities and deadlines.
• Proficiency in Software: Experience with Microsoft Office Suite project management tools and construction management software (e.g. Procore Buildertrend).
• Attention to Detail: Precision in handling paperwork schedules and project documentation.

Personal Attributes:

• Proactive: Anticipates the VPs needs and takes initiative.
• Adaptability: Able to work in a fastpaced dynamic environment.
• Discretion: Comfortable handling confidential information.

In this role youd be an essential part of the VPs team ensuring that all administrative functions run smoothly so the VP can focus on more strategic leadership aspects of the construction business. Would you like help with a job description or more specific duties

Education & Experience:

• High School Diploma or equivalent required; Associates or Bachelors degree in Business Administration Construction Management or a related field preferred.
• 3 years of experience in an administrative role preferably within the construction or real estate industry.
• Experience supporting executives or senior management is highly desirable.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and project management software.
• Familiarity with constructionrelated software such as Procore Bluebeam or AutoCAD (preferred).
• Strong document management and recordkeeping skills.

Administrative & Organizational Skills:

• Ability to manage schedules appointments and meetings for the VP of Construction.
• Experience in preparing reports presentations and correspondence.
• Excellent multitasking and time management skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all administrative work.

Communication & Interpersonal Skills:

• Strong written and verbal communication skills for interacting with clients vendors and internal teams.
• Professional demeanor and ability to maintain confidentiality.
• Ability to coordinate with multiple departments and act as a liaison between executives and project teams.

Construction Industry Knowledge (Preferred):

• Basic understanding of construction terminology contracts and project phases.
• Familiarity with permit processing and compliance documentation.

Work Environment & Expectations:

• Ability to work in a fastpaced construction environment and adapt to changing priorities.
• Willingness to occasionally visit construction sites or attend industry events.

This role requires a proactive organized and resourceful individual who can support the VP of Construction by ensuring efficient administrative operations and communication.

Salary is Negotiable depending on experience.

Benefits:

• Competitive salary and comprehensive benefits package.
• Paid Health Dental Vision Life STD and LTD Insurance.
• 401(k) with company matching.
• Generous Paid Time Off.
• 6 Paid Holidays
• Professional development and growth opportunities.

How to Apply:
Please submit your resume and cover letter detailing your experience to or