Executive Assistant

Plote Construction Inc.; Hoffman Estates (IL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Healthcare plans

Paid time off

Retirement savings

Job summary

Plote Construction Inc. is seeking an organized Executive Assistant to support our EVP across multiple business units including estimating, sales, and environmental operations.

You will manage calendars, prepare materials, coordinate with diverse teams, and assist with proposals and regulatory tasks. The role requires 3–5 years of experience in a fast-paced environment, strong communication, and proficiency in Microsoft Office.

Qualifications

• 3–5 years of executive administrative experience, ideally supporting operations, construction, or business development functions.
• Experience in fast-paced, deadline-driven settings with diverse stakeholders.
• Associate’s or Bachelor’s degree preferred.
• Sound judgment and proactive problem-solving, often with limited oversight.
• Ability to manage competing priorities, anticipate EVP needs, and resolve scheduling or communication issues efficiently.
• Proficiency with project tracking or bid management software
• Adaptability, follow-through, and ability to maintain clarity amidst shifting timelines.
• High discretion and ability to handle confidential information.
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Comfortable working with cross-functional teams and managing multiple priorities.
• Ability to adapt quickly to shifting priorities and business needs.
• Professional presence and ability to represent the EVP with stakeholders at all levels.
• Familiarity with construction terminology and workflows.

Responsibilities

• Manage the EVP’s calendar, schedule meetings, and handle time-sensitive communications.
• Prepare, format, and edit correspondence, presentations, and reports for internal and external distribution.
• Facilitate interdepartmental coordination across estimating, sales, environmental operations, and real estate.
• Support proposal packages, bid submissions, solicitation lists, and tracking documents with estimators and business development.
• Maintain organized files, records, and document control systems.
• Coordinate and take minutes for key projects, meetings, or cross-functional reviews.
• Draft, proofread, and finalize correspondence with professionalism and accuracy.
• Plan and support internal and client-facing events and outings.
• Coordinate marketing support activities such as brochures, promo items, and advertising renewals.
• Assist with permit, bonding, and regulatory compliance activities including tracking quarry bonds and filings.
• Provide real estate administrative support including LOIs, NDAs, leases, maps, and property research.
• Manage expense reporting, invoice reviews, CC reconciliation, and PTO tracking for Private Work and divisions.
• Support groups with bulk email blasts, price list updates, events, registrations, and renewals.
• Track project milestones, bid dates, and compile reports for leadership meetings.

Skills

Calendar management

Executive support

Communication

Microsoft Office

Project coordination

Documents editing

Education

Associate/Bachelor's preferred

Tools

Outlook

Excel

PowerPoint

Bid management software

Job description

Position Description

Please review description and requirements and begin application.

About the Job

The Plote Family of Companies is a fine example of the American dream realized through over 60 years of hard work, sacrifice, and a deep understanding of the value of focused individual effort, performed in concert, to achieve the goal of entrepreneurial success. At Plote we bring expertise, quality, depth of resources, and cutting-edge equipment and technology together to deliver exceptional services in excavation, aggregates, asphalt paving, concrete paving, civil heavy engineering, sustainable materials, commercial development, environmental services, and snow removal.

We are seeking a highly organized, detail-oriented Executive Assistant to provide critical administrative and operational support to our Executive Vice President (EVP). This role offers a unique opportunity to work across multiple business units—including estimating, business development, material sales, and environmental operations—ensuring efficient coordination and communication at the executive level.

What you'll Do:

• Manage the EVP’s calendar, schedule meetings, and handle time-sensitive communications.
• Prepare, format, and edit correspondence, presentations, and reports for internal and external distribution.
• Facilitate interdepartmental coordination and follow-up across teams such as estimating, sales, environmental operations, and real estate.
• Support the preparation of proposal packages, bid submissions, solicitation lists, and tracking documents alongside estimators and business development personnel.
• Maintain organized files, records, and document control systems
• Coordinate and take minutes for key projects, sales, regulatory, or operational meetings involving the EVP or cross-functional team leads.
• Draft, proofread, and finalize correspondence, ensuring professionalism and accuracy.
• Plan and support internal and client-facing events and outings.
• Coordinate marketing support activities such as brochure creation, promotional item procurement, advertising renewals, and customer gift distribution.
• Assist with permit, bonding, and regulatory compliance activities, including tracking quarry bonds, managing permit filings, and supporting environmental compliance (IEPA, IDNR).
• Provide real estate administrative support including creation and modification of LOIs, NDAs, leases, maps, property research, and hearing preparation.
• Manage expense reporting, invoice reviews/approvals, CC reconciliation, and PTO tracking for Private Work and affiliated divisions.
• Support specialized groups with bulk email blasts, price list updates, event coordination, tradeshow registrations, and membership renewals.
• Track project milestones, bid dates and compile reports or data summaries for leadership meetings or strategic reviews.
• Perform all other duties and tasks as assigned.

Position Requirements

• Minimum 3-5 years of executive administrative experience, ideally supporting operations, construction, or business development functions.
• Experience working in a fast-paced, deadline-driven setting with diverse stakeholders.
• Associate’s or Bachelor’s degree preferred.
• Sound judgment and proactive problem-solving, often with limited oversight.
• Able to manage competing priorities, anticipate EVP needs, and resolve scheduling or communication issues efficiently.
• Proficiency with project tracking or bid management software
• Adaptability, follow-through, and the ability to maintain clarity amidst shifting project timelines and priorities.
• High degree of discretion and ability to handle confidential information.
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Comfortable working with cross-functional teams and managing multiple priorities.
• Ability to adapt quickly to shifting priorities and business needs.
• Professional presence and ability to represent the EVP with stakeholders at all levels.
• Familiarity with construction terminology and workflows.

Equal Opportunity Employer

Why Plote

At Plote we care about the health and well-being of our employees. Our commitment extends beyond the workplace, offering comprehensive healthcare plans, generous paid time off, retirement savings to support our team members in every aspect of their lives.

Plote has a fast-paced and dynamic environment where team members are committed to excellence and proud to be part of a growing and successful construction company.

BEFORE ALL ELSE, SAFETY FIRST.

Plote Construction, Northern Illinois' premier Excavating, Asphalt Paving and Concrete Contractor, is committed to conducting construction operations in the safest manner possible. With an industry leading safety record, and a robust safety program. At Plote you'll find a deep commitment and dedication to safety and team members' wellbeing.

Plote is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law. Plote will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable).