Executive Administrative Assistant

TEI Group; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

TEI Group in New York seeks an Executive Administrative Assistant to the President to provide high-level support, manage calendars, coordinate meetings, prepare reports, and handle confidential information with discretion.

The ideal candidate has construction industry experience and excels at assembling and coordinating sales bids and contract packages, while collaborating across Sales, Project Management, Estimating, and Finance to meet deadlines.

Qualifications

• 3+ years of executive administrative experience.
• Construction industry experience strongly preferred.
• Experience assembling and coordinating construction bids and contracts or similar project-related packages.
• Strong understanding of construction documentation, proposals, scopes of work, pricing, POs, and contract processes.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative support to the President, including calendars, meetings, and correspondence.
• Prepare meetings, reports, and executive-level materials.
• Coordinate internal and external meetings and travel arrangements.
• Track action items and deadlines with follow-up.
• Maintain organized files and confidential documents.
• Assist with travel and expense reporting as needed.
• Draft and edit professional correspondence and communications.
• Support bid and contract preparation with cross-department collaboration.
• Maintain records of executed contracts and amendments.
• Ensure professional presentation of bid/contract documentation.

Skills

Executive support

Calendar management

Travel arrangements

Confidentiality

MS Office

Communication

Independent work

Education

Bachelor's degree or related field

Associate's degree or related field

Tools

MS Office Suite

CRM systems

ERP systems

Contract management software

Job description

The Executive Administrative Assistant to the President provides high-level administrative, organizational, and operational support to the President and executive team. This position requires a highly organized, detail-oriented professional who can manage confidential information, coordinate competing priorities, prepare professional correspondence and documentation, and serve as a key liaison between the President, customers, employees, vendors, and other business partners.

The ideal candidate will have experience in the construction industry, with a strong understanding of preparing, assembling, reviewing, and coordinating sales bids and related documentation. This role requires excellent judgment, strong follow-through, and the ability to work independently in a fast-paced environment.

Executive Administrative Support

• Provide comprehensive administrative support to the President, including managing calendars, meetings, appointments, correspondence, and follow-up items.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive-level materials.
• Coordinate internal and external meetings, including scheduling, meeting preparation, and follow-up.
• Track action items and ensure timely follow-up on commitments and deadlines.
• Maintain organized electronic and physical files, records, and confidential documents.
• Handle sensitive and confidential business and personnel information with discretion.
• Assist with travel arrangements, itineraries, and expense reporting as needed.
• Serve as a professional point of contact for internal and external parties interacting with the President.
• Assist with the preparation and assembly of sales bids for construction projects, including new equipment, modernization, service, and/or other construction-related work.
• Compile contract packages using proposals, scopes of work, pricing, customer requirements, terms and conditions, drawings, specifications, schedules, and other supporting documentation.
• Review bid documents for completeness, accuracy, consistency, and required signatures prior to execution.
• Coordinate with Sales, Project Management, Estimating, Finance, and other departments to obtain information and approvals required for bid and contract completion.
• Maintain organized records of executed contracts, amendments, change orders, purchase orders, and related documentation.
• Track contract status, outstanding signatures, approvals, and other required documentation.
• Assist with identifying discrepancies or missing information and coordinate resolution with the appropriate team members.
• Ensure bid and contract documentation is assembled and presented in a professional and consistent manner.
• Support the President and sales leadership with contract-related administrative tasks and special projects.
• Maintain awareness of construction industry terminology, contract processes, and customer requirements.

Communication & Coordination

• Draft and edit professional correspondence, emails, presentations, and other communications on behalf of the President.
• Coordinate communication between the President and customers, contractors, vendors, employees, and business partners.
• Follow up with internal departments and external parties to ensure information and deliverables are received timely.
• Represent the President and TEI Group professionally and appropriately in all communications.

Special Projects & Business Support

• Assist the President with special projects, research, presentations, and business initiatives.
• Prepare reports and gather information to support executive decision-making.
• Assist with executive-level events, meetings, customer visits, and company functions.
• Provide administrative support for strategic initiatives and other projects as assigned.
• Identify opportunities to improve administrative processes, organization, and efficiency.

Qualifications

• 3+ years of experience in an executive administrative, executive assistant, sales administration, contract administration, or similar role.
• Construction industry experience strongly preferred.
• Demonstrated experience assembling and coordinating construction sales bids and contracts or similar project-related contract packages.
• Strong understanding of construction documentation, proposals, scopes of work, pricing, purchase orders, and contract processes.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong judgment and ability to handle confidential information appropriately.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating effectively with multiple departments and levels of management.
• Professional demeanor and strong interpersonal skills.
• Ability to anticipate needs, take initiative, and follow through without constant direction.

Preferred Qualifications

• Experience supporting a President, CEO, or senior executive in a construction or related industry.
• Experience with construction sales, estimating, project management, or contract administration.
• Familiarity with construction contract terminology and documentation.
• Experience working with CRM, ERP, document management, or contract management systems.
• Associate's or bachelor's degree in business administration, construction management, or a related field preferred.
• Executive Presence & Professionalism
• Organization & Attention to Detail
• Confidentiality & Discretion
• Construction Bid & Contract Administration
• Problem Solving & Judgment
• Follow-Through & Accountability
• Relationship Management

Physical & Work Requirements

• Primarily office-based work with extended periods of computer use.
• Ability to attend meetings and company/customer events as required.
• Occasional travel may be required.
• Ability to work outside of normal business hours when necessary to support executive priorities.

TEI Group is an equal opportunity employer. We are committed to providing a workplace free from unlawful discrimination and harassment and to making employment decisions based on qualifications, performance, and business needs.