Thomas Construction Group is an innovative, full-service general contractor achieving 100% client satisfaction and specializing in early design phase construction management for building corporate commercial, healthcare, and continuing care facilities.
Relationships
Reports to - CEO
Role Purpose
The Executive Assistant delivers comprehensive high-level administrative support to the executive team, including two partners, across both construction company operations and related entities.
Responsibilities include managing schedules, coordinating meetings, handling information requests, and providing personal assistance, such as arranging travel and running errands. This role requires a proactive, organized, and detail-oriented professional who excels in a fast-paced environment and adeptly manages multiple priorities.
Responsibilities
Calendar and Travel Management:
Manage and coordinate complex calendars, scheduling meetings, appointments, and events across multiple time zones.
Plan and arrange domestic and international travel, including flights, accommodations, itineraries, and expense reports.
Proactively resolve conflicts and ensure alignment with business priorities.
Communication and Documentation:
Act as a liaison between the executives, internal teams, and external stakeholders, ensuring clear and timely communication.
Draft, proofread, and edit correspondence, reports, and presentations.
Manage and organize incoming emails, prioritizing and responding as appropriate on behalf of executives.
Meeting Coordination and Follow-Up:
Prepare agendas, take detailed meeting minutes, and track action items to ensure timely follow-ups.
Coordinate with departments to gather materials and reports for meetings.
Assist in facilitating virtual or in-person team meetings and retreats.
Project Management Support:
Assist with the planning, coordination, and execution of executive-level projects and initiatives.
Monitor project deadlines, budgets, and deliverables, providing updates to executives.
Research and provide insights or recommendations to support strategic decisions.
Administrative Operations:
Manage and organize digital and physical files to ensure easy access and security of confidential information.
Handle personal tasks and errands for executives, including event planning, gift purchasing, and other administrative needs.
Maintain office supplies and ensure the executives have the tools and resources needed for success.
HR and Onboarding Support:
Support onboarding of new hires by coordinating meetings and ensuring executives are prepared for introductions.
Assist in creating or maintaining company policies and team culture initiatives.
Data and Financial Oversight:
Track and reconcile expense reports and budgets for both professional and personal matters.
Maintain spreadsheets, reports, and other tools to help executives monitor key metrics or initiatives.
Coordinate vendor and client contracts, renewals, and related documentation.
Event Planning:
Plan and coordinate executive team events, client meetings, and special occasions.
Arrange logistics, materials, and travel for events or conferences.
Act as a point of contact during events to manage last-minute needs or issues.
Continuous Improvement:
Identify and implement systems or processes to improve efficiency and workflow for the executive team.
Stay updated on industry trends and tools to ensure the office operates at optimal efficiency.
Participate in training or professional development to enhance skillsets and bring added value to the team.
Competencies
Proven ability to manage complex calendars and prioritize competing demands.
Familiarity with project management software and tools is a plus.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other digital tools.
Exceptional written and verbal communication skills.
High level of discretion, confidentiality, and professionalism.
Proven problem-solving and decision-making abilities.
Ability to work independently, anticipate needs, and provide proactive support
Requirements:
Bachelor's degree in Business Administration, Management, or a related field preferred.
Minimum of 5 years of experience as an Executive Assistant, preferably in the construction or related industry.