Executive and Personal Assistant

Arco Homes; Newton Centre (MA); On-site; USD 70,000 - 100,000; Full time

Job summary

Arco Homes is seeking an experienced executive assistant to provide comprehensive support to the CEO, handling confidential communications, calendar management, travel, and project coordination across both business and personal responsibilities.

The role requires 5+ years of senior executive support, a Bachelor’s degree (preferred), fluency in English and Spanish, and proficiency with Microsoft Office, Google Workspace, and Mac OS.

Qualifications

• 5+ years of executive support experience
• Bachelor’s degree in Business Administration or related field preferred
• Fluency in English and Spanish required
• Experience managing calendars, documents, confidential information, and expenses
• Proficiency in Microsoft Office, Google Workspace, and Mac OS; ability to learn company systems
• Familiarity with AI-powered tools (e.g., ChatGPT) and applying them to operations
• Ability to identify opportunities for automation and workflow optimization
• Strong analytical and problem-solving abilities
• Valid driver’s license with reliable transportation and local travel availability
• Experience supporting an executive in construction, real estate development, architecture, or related industry preferred

Responsibilities

• Manage executive communications and follow-ups with internal/external stakeholders
• Coordinate executive and personal calendars, meetings, travel, and project scheduling
• Support project administration, including documentation, contracts, permits, procurement, schedules and inspections
• Research products, request quotes, prepare orders, track deliveries
• Coordinate business/personal financial administration including expenses and cost reporting
• Maintain confidential records using company systems
• Monitor priorities and deadlines; escalate issues needing executive attention
• Manage personal logistics and travel for CEO as requested
• Attend networking events and meetings with CEO as required
• Perform other duties as assigned

Skills

Executive support

Calendar management

Travel coordination

Communication

Bilingual EN/ES

AI tools (ChatGPT)

Process improvement

Analytical skills

Discretion & confidentiality

Team collaboration

Education

Bachelor’s degree in Business Administration

Related field degree

Tools

Microsoft Office

Google Workspace

Mac OS

Job description

Job Summary

Provide comprehensive executive, administrative, project coordination, and personal support to the CEO across all business and personal responsibilities.

Job Summary

Provide comprehensive executive, administrative, project coordination, and personal support to the CEO across all business and personal responsibilities.

Job Duties

• Manage executive communications, correspondence, and followups, serving as a professional liaison with internal and external stakeholders.
• Coordinate executive and personal calendars, meetings, travel, appointments, and projectrelated scheduling.
• Support project administration, including documentation, contracts, permits, procurement, schedules, inspections, and followup on outstanding items.

Research products and services, requests quotes, prepares approved orders, and tracks deliveries.

• Coordinate business and personal financial administration, including expense tracking, reconciliations, payment coordination, and project cost reporting.
• Maintain accurate, organized, and confidential executive, personal, and project records using company systems.
• Monitor priorities, deadlines, action items, and project progress; proactively escalat**e** issues requiring executive attention.
• Manage personal logistics, errands, appointments, familyrelated coordination, and special requests with discretion and flexibility.
• Accompanies and assists the CEO at networking events, business meetings, and other professional engagements, as requested.
• All other duties, as assigned or needing to be accomplished.

Required Education, Training, Knowledge And Experience

• 5+ years of previous administrative experience directly supporting a senior executive, company president, or business owner is required.
• Bachelor’s degree in Business Administration or a related field preferred.
• Written and spoken fluency in English and Spanish is required.
• Experience managing calendars, documents, confidential information, and expense records.
• Proficiency in Microsoft Office, Google Workspace, and Mac OS including spreadsheets, and ability to learn company systems.
• Familiarity with AIpowered tools, including ChatGPT, and the ability to apply them to everyday business operations.
• Ability to identify opportunities for automation, process improvement, and workflow optimization.
• Strong analytical and problemsolving skills, with the ability to learn and implement new software independently.
• Valid driver’s license, reliable transportation, and availability for local travel required.
• Experience supporting an executive in construction, real estate development, architecture, or a related industry strongly preferred.

Core Skills, Competencies, and Characteristics

• Efficiency to work in a very fastpaced environment.
• Exceptional written and verbal communication and interpersonal skills to establish, as well as maintain positive work relationships with coworkers, clients, and vendors.
• Exceptional problemsolving and organizational skills.
• High level of accuracy, time management and attention to detail.
• A high level of confidentiality and discretion integrity.
• Accurate mathematical calculation computations.
• Exercises appropriate judgment and discretion.
• Flexibility to change work direction as required to meet the Director’s requests.
• Confidence in giving directions to staff and service personnel, when required.
• A professional appearance and exhibit a positive image to the public.
• Required to work independently, selfdirected manner and perform equally effective as part of a team.
• Works efficiently in a fastpaced environment with a high degree of multitasking and prioritizing multiple projects/tasks to meet expected deadlines.
• Manages multiple projects simultaneously and demonstrative initiative.
• Adept at interacting with diverse groups of people.
• Maintains the highest level of professionalism and courteous demeanor and sets a positive example for employees.
• Establishes and maintains positive work relationships with coworkers, clients, and vendors and is adept at interacting with diverse groups of people.
• Has a sense of urgency and pace to complete assignments and projects in expected timelines.
• All other duties, as assigned or needing to be accomplished.

Work Environment

Full-time, fully on-site position. Work takes place in office, with construction site visits as requested and required by assigned duties. Local travel includes errands and driving family members or guests to designated locations. A valid driver’s license, clean driving record, and reliable personal transportation are required. Construction site exposure may include dust, noise, uneven surfaces, changing temperatures, and active equipment. All site-access, personal protective equipment (PPE), safety, and confidentiality requirements must be followed. Work may require prolonged sitting, stooping, kneeling, crouching, reaching, and lifting or carrying up to 25 pounds. The regular schedule is Monday–Friday, 8 a.m.–5 p.m., with a one-hour lunch break. Priorities may change based on project needs and CEO direction.

Disclaimer

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Other duties may be assigned. The Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs, or technological developments). I have read and understand the contents of this job description. I understand the responsibilities, requirements and duties expected of me. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate my employment at any time and for any reason, and the organization has a similar right.

Compensation will be determined based on relevant experience, demonstrated skills, qualifications, and the level of responsibility the candidate can independently manage.