Executive Administrative Assistant – Planning & Scheduling

W. G. Yates & Sons Construction Company; Biloxi (MS); On-site; USD 40,000 - 60,000; Full time

Job summary

W. G. Yates & Sons Construction Company is seeking an Executive Administrative Assistant in Biloxi, MS to support the Director of Planning & Scheduling.

The role requires high-level administrative and organizational skills, handling calendars, communications, recruitment coordination, onboarding, and basic budget tasks. You will work closely with department leadership and corporate support teams in a fast-paced environment, ensuring confidentiality and professional communication across multiple

Qualifications

• High school diploma or equivalent.
• Minimum of 3–5 years of administrative or executive support experience preferred.
• Experience supporting department leadership and coordinating multiple administrative functions preferred.
• Experience with recruitment coordination, expense tracking, invoicing, or basic accounting administration preferred.
• Previous experience in construction or a related industry is beneficial but not required.

Responsibilities

• Provide executive & administrative support to the Director of Planning & Scheduling, including calendar management, meeting coordination, correspondence, and travel arrangements.
• Manage competing priorities, anticipate administrative needs, and ensure timely follow-up on departmental commitments and action items.
• Prepare, edit, format, and distribute correspondence, presentations, reports, meeting agendas, and other business documents.
• Coordinate departmental meetings, including scheduling, preparing materials, documenting action items, and communicating follow-up requirements.
• Maintain departmental calendars, contact lists, organizational records, and administrative tracking tools.
• Handle confidential business, employee, and financial information with professionalism and discretion.
• Provide administrative recruitment support for departmental staffing needs in coordination with Human Resources and Talent Acquisition.
• Coordinate interview scheduling, candidate communications, and related recruitment logistics.
• Assist with tracking open positions, candidate progress, hiring requests, and departmental staffing updates.
• Coordinate new-hire onboarding activities, including orientation schedules, equipment requests, system access, and departmental introductions.
• Maintain departmental employee information, staffing rosters, and organizational records.
• Assist with coordinating employee training, professional development activities, and other personnel-related administrative requirements.
• Serve as a liaison between department leadership and Human Resources regarding administrative recruitment and personnel matters.
• Provide administrative support for departmental budgets, expense tracking, and routine accounting activities.
• Assist with processing invoices, purchase requests, expense reports, and other departmental financial documentation.
• Maintain accurate records of departmental expenditures, purchases, and budget-related information.
• Coordinate with Accounting and other corporate departments to resolve routine billing, payment, and documentation inquiries.
• Assist with compiling financial information and preparing basic expense summaries or reports for departmental leadership.
• Support departmental purchasing, vendor coordination, and administrative expense management as needed.
• Assist with collecting, compiling, organizing, and distributing departmental reports and operational information.
• Maintain trackers, action item logs, reporting calendars, and other administrative tools to monitor deadlines and deliverables.
• Coordinate requests for information between the Planning & Scheduling department, project teams, and corporate departments.
• Assist in preparing presentations, spreadsheets, and summary reports for departmental and management meetings.
• Track outstanding requests and follow up with appropriate personnel to facilitate timely completion.
• Support departmental initiatives and special projects as assigned.
• Establish and maintain organized electronic filing systems for departmental documents, correspondence, reports, and records.
• Maintain standard departmental templates, forms, and administrative procedures.
• Draft and distribute departmental announcements, reminders, and other internal communications.
• Facilitate communication between department leadership, employees, project teams, and corporate support functions.
• Identify opportunities to improve administrative processes, organization, and departmental efficiency.

Skills

Organizational skills

Time management

Communication

Discretion

Microsoft Office

Education

High school diploma

Tools

Microsoft Outlook

Excel

PowerPoint

Teams

Job description

W. G. Yates & Sons Construction Company is seeking an Executive Administrative Assistant in Biloxi, MS to support the Director of Planning & Scheduling.

The role requires high-level administrative and organizational skills, handling calendars, communications, recruitment coordination, onboarding, and basic budget tasks. You will work closely with department leadership and corporate support teams in a fast-paced environment, ensuring confidentiality and professional communication across multiple