Key Responsibilities:

Executive Assistant Duties:

• Provide high-level administrative support to company executives.
• Manage calendars, schedule meetings, and coordinate executive travel.
• Prepare reports, presentations, and correspondence on behalf of executives.
• Handle confidential information with discretion and professionalism.

Office Management:

• Oversee office operations and ensure smooth day-to-day functions.
• Maintain office supplies, equipment, and vendor relationships.
• Plan and coordinate company events and meetings.
• Help keep the office tidy and ensure office materials are inventoried and in stock.

Permit & Licensing Administration:

• Prepare and submit permit applications and track building permit approvals.
• Manage licensing and registration requirements for city and county jurisdictions.
• Ensure compliance with regulatory requirements.

Insurance & Benefits Administration:

• Administer 401(k) plans, health insurance, and workers' compensation programs.
• Track and manage subcontractor insurance compliance.
• Process employee benefits enrollments and maintain records.

HR & Employee Administration:

• Handle onboarding and new hire processes, including background checks and drug testing.
• Manage employee access to private communities.
• Maintain HR records and assist with employee relations.

Contract Administration:

• Prepare and process new project contracts.
• Manage lien releases and ensure compliance with contract requirements.
• Provide administrative support to field managers regarding contract documentation.

Phone & Communication Duties:

• Responsible for answering phone calls and responding to voice messages promptly.
• Maintain a kind and professional phone demeanor.

Qualifications & Skills:

• Proven experience in an administrative, executive assistant, or office management role (preferably in construction or real estate development).
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software.
• Knowledge of permitting, licensing, and regulatory compliance processes.
• Experience with HR functions, benefits administration, and workers' compensation.
• Excellent verbal and written communication skills.
• Ability to handle sensitive information with confidentiality.
• Strong attention to detail and problem-solving skills.
• Good attitude and willingness to be helpful.
• Kind and professional phone demeanor.

Work Schedule:

• Standard working hours are 8:00 AM - 5:00 PM, Monday through Friday.

Dress Code:

• Business casual attire is required.
• More casual attire is acceptable on Fridays.
• As the first point of contact for visitors, this person must present well and maintain a professional appearance.

Benefits:

• Competitive salary based on experience.
• Health insurance and 401(k) plan.
• Paid time off and holidays.
• Professional development opportunities.