Executive Assistant

Carolina CAT; Charlotte (NC); On-site; USD 50,000 - 70,000; Full time

Job summary

Carolina CAT in Charlotte, NC, seeks an Executive Assistant to support its Construction Division. This role requires an organized individual capable of managing diverse projects and tasks effectively while providing administrative support to a fast-paced executive team.

The ideal candidate will possess strong communication skills, proficiency in Microsoft Office, and a commitment to maintaining confidentiality. Experience in hospitality or customer service is advantageous. The position demands high attention to detail and the ability to prioritize tasks efficiently.

Qualifications

• Minimum of two years' experience in executive-level support required.
• Prior experience in hospitality or customer service is a plus.
• High attention to detail required.

Responsibilities

• Manage calendar and coordinate meetings for executives.
• Communicate on behalf of the executive team when necessary.
• Prepare presentation materials and manage projects effectively.

Skills

Microsoft Office

Interpersonal skills

Communication skills

Analytical skills

Education

Associate’s degree or equivalent

Tools

Concur

Smartsheet

Job description

Summary

The Executive Assistant supports the Construction Division’s businesses and typically manages different and conflicting objectives, projects, and activities at once. The ideal candidate is highly self‑motivated, professional, and capable of managing their workload and prioritizing tasks in a fast‑paced environment. The position requires a high level of competency on administrative and clerical support skills, as well as interpersonal and communication skills. A high sense of confidentiality and trust is required due to the sensitive nature of the information and correspondence handled in this role.

Essential Functions

• Integrate with the executive and leadership team to quickly assimilate and work with current EA to enable smooth transition of responsibilities.
• Seek opportunities to create value for the leadership team and reduce the administrative burden as appropriate.
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of meetings.
• Communicate and handle incoming and outgoing communications on behalf of the executive and managers as needed.
• Assist executive and management team with preparation of presentation materials.
• Review, compile, and summarize miscellaneous reports and documents; prepare documents and outgoing mail as necessary (writing and editing skills required).
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Arrange travel schedule and reservations for management as needed, including coordination of company airplane.
• Effectively partners with other Executive Admins on shared or common processes and projects.
• Expense report preparation, submission, and follow‑up throughout approval stages for multiple managers.
• Create Purchase Orders and goods receipts to pay invoices, charging to appropriate cost centers and GL codes.
• Responsible for sending recurring email reminders and reports to team and managing several due dates.
• Record meeting minutes as needed.
• Coordinate with external vendors to secure off‑site meeting spaces, activities, and/or catering on a regular basis.
• Order office supplies, business cards, branded apparel, and signage for the Construction team at multiple branches, as requested.
• Coordinate and/or assist with employee and customer meetings and events (examples – trade shows, open houses, cookouts, golf tournaments, off‑site leadership meetings, company meetings and/or conferences).
• Serve on Company committees as requested (examples – Kickoff, Employee Appreciation).
• Help manage tickets for the division to city‑wide events (examples – Panthers, Truist Tournament, Charlotte Hornets, Nascar, etc).
• Lead and facilitate meetings.
• Perform related duties as required.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Education and/or Experience

• Associate’s degree from a two‑year college or university; minimum of two years’ executive‑level support; or equivalent combination of education and experience.
• Prior experience in hospitality or customer service is a plus; we value team members who bring a warm, attentive, and solutions‑oriented approach to client and internal interactions.
• Computer skills: Microsoft Office (Word, Excel, Outlook, and PowerPoint), Concur, Smartsheet.

Certificates, Licenses, Registrations

Notary preferred.

Key Traits to Success

• Discrete, agile‑minded, a direct communicator, highly organized and committed to the vision and values of Carolina Cat/Weisiger Group.
• Confident but humble; willing to "roll up sleeves" to help get the job done.
• Ability to quickly assimilate and integrate with the team, creating opportunities to support the team.
• Highly resourceful; strong emotional intelligence, self‑motivation, with high level analytical skills.
• Willingness to work hard and take direction, but also demonstrate curiosity and quick study to learn the business.
• Tact, diplomacy and consistent persistence are essential qualities.
• Positive energy while being adaptable to changing priorities.
• Unquestionable personal code of ethics, integrity, confidentiality, and trust.
• High sense of urgency and reliability.
• Demonstrated strong interpersonal skills and a service‑oriented mindset – qualities highly valued in hospitality and customer‑facing roles.
• Communication – Written and Verbal – High Degree of Tact.
• Extreme attention to detail.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Workplace Requirements

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to sit. The employee must frequently lift, carry, push, pull and/or otherwise move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

While performing the duties of this job, depending on site location, the employee may be exposed to moving mechanical parts and equipment. The employee may occasionally be exposed to high, precarious places, fumes or airborne particles; outside weather conditions and vibration. The employee may occasionally be exposed to wet and/or humid conditions; toxic or caustic chemicals; extreme cold; extreme heat and risk of electrical shock. The noise level in some work environments is occasionally loud. Onsite dependent: Onsite dependent employees will spend their entire work week at a Weisiger Group office or branch.

We are an Equal Opportunity Employer

We require all employees to treat all our employees and candidates as equals. All personnel actions are conducted in the spirit of equal employment. We're committed to recruit, train, promote and retain associates without regard to race, color, religion, gender, gender identity and expression, national origin, marital status, age, disability, genetic information, military status, sexual orientation or any other characteristic protected by applicable local, state or federal laws.

EEO/AA Employer. All qualified individuals are encouraged to apply.