Executive Assistant

Clark Construction Group; McLean (VA); On-site; USD 45,000 - 140,000; Full time

Job summary

Clark Construction Group seeks an Executive Assistant to support senior leadership, manage complex calendars, and handle administrative tasks across the preconstruction lifecycle.

The role also provides dedicated bid coordination support to project teams, estimating departments, and pursuit leaders, coordinating RFPs/RFQs, schedules, and submission processes with tools like Procore and BuildingConnected.

Qualifications

• Experience supporting senior leadership and/or department in administrative capacity.
• Ability to manage calendars and coordinate complex meetings.
• Familiarity with bid coordination workflows and construction terminology.

Responsibilities

• Provide operational and logistical support to senior leadership.
• Manage a busy calendar and coordinate complex meetings.
• Review and summarize documents; deliver timely reports.
• Coordinate end-to-end bid delivery of RFPs/RFQs and bid packages.
• Monitor bid deadlines and schedules across estimating and procurement.
• Assist with subcontractor and vendor outreach and bid invitations.
• Compile, format, and assemble technical proposals and bid exhibits.
• Maintain digital bid files and bid logs.
• Coordinate bid day logistics and required document submissions.

Skills

Senior leadership support

Quick thinker

Customer service

Confidentiality

Written communication

Verbal communication

Multitasking

Attention to detail

Overtime flexibility

Bid coordination

Construction industry experience

Tools

Microsoft Office

Procore

BuildingConnected

Bluebeam Revu

Adobe Acrobat Pro

Job description

The Executive Assistant serves a critical role in the business by providing administrative support to key executives and senior leadership with scheduling, organization, daily logistics and administrative tasks. In addition, this role provides dedicated bid coordination support to project teams, estimating departments, and pursuit leaders throughout the preconstruction lifecycle.

Responsibilities

• Provide operational and logistical support to senior leadership and department
• Manage a busy calendar, interacting with both internal and external executives and assistants to coordinate a variety of complex meetings
• Review and summarize documents and deliver timely reports as required
• Prioritize and manage multiple projects simultaneously
• Maintain accurate documentation and filing systems
• Provide support to other members of the department's team as needed
• Coordinate the end-to-end administrative delivery of Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and formal bid packages in accordance with Clark Construction standards
• Monitor bid deadlines, milestones, and deliverable schedules across active estimating and procurement efforts
• Assist with subcontractor and vendor outreach, bid invitations, plan distribution, and receipt tracking using platforms such as BuildingConnected or Procore
• Compile, format, proofread, and assemble technical proposals, qualifications statements, and bid compliance exhibits
• Maintain digital bid files, specification documents, addenda distributions, and bid logs to ensure all team members work from the latest revisions
• Coordinate logistics for bid day, including secure document submissions, notary services, hand-deliveries, digital upload verifications, and cross-functional war room setup

Basic Qualifications

• Experience supporting senior leadership and/or department in administrative capacity
• Demonstrated ability to 'think on your feet' and solve problems
• Personal confidence and a passion for customer service
• Can-do attitude with superior organizational skills and accuracy
• Ability to maintain confidentiality in all aspects of job responsibilities
• Clear and concise written and verbal communication skills
• Ability to juggle multiple competing priorities under deadlines
• Must be advanced in Microsoft Office applications
• Work overtime to meet business requirements, as needed
• Previous administrative experience within the commercial construction, engineering, or architecture industry
• Familiarity with bid coordination workflows, public/private procurement processes, and standard construction terminology
• Exposure to construction project management and bidding software (e.g., Procore, BuildingConnected, Bluebeam Revu, or Adobe Acrobat Pro)

The work environment and requirements described below are representative of those necessary for an employee to successfully perform the essential functions of this role.

The Physical Side of the Role:

Given that a good portion of your day will be spent at a desk, you should be comfortable with prolonged periods of focused work, whether it's collaborating with colleagues, analyzing data, or developing strategies. The role demands effective communication and sharp visual acuity for reviewing complex documents and performing detailed computer work. While there are times for quiet concentration, you'll also be expected to move actively throughout the office and travel occasionally to various locations, including dynamic construction sites, utilizing different modes of transportation. The ability to lift and move objects up to 10 pounds regularly, and up to 25 pounds on occasion (think a box of files or small office equipment), is also required.

Your Work Environment:

Your primary workspace will be in our professional office, which has a typical, quiet-to-moderate noise and light levels. As part of your work, you may also be required to visit active construction sites. These environments are naturally more dynamic and can include exposure to outdoor weather conditions, louder noise, and moving equipment. Your safety is our top priority, and you'll be expected to follow Clark Construction's safety policies and procedures, and all applicable laws, at all locations.

Our High-Performing Culture:

This is a demanding, high-performance environment. We are looking for candidates who are energized by challenge, thrive under pressure, and are prepared to do what it takes to achieve exceptional results. Success in this role requires significant commitment, including flexibility to work extended hours, especially during critical project phases or client deadlines. Beyond regular working hours, there will be occasions where business needs require your attention, particularly for time-sensitive matters or emergencies. You are expected to monitor and respond to communications (phone calls, emails, text messages) as required to address these situations effectively. Your ability to manage these expectations and be responsive when critical issues arise is key to your success in this role and our collective success as a team.

A Drug Free Workplace:

Clark promotes a drug free workplace. A pre-employment drug “fitness for duty” screening is required, and the company conducts random quarterly drug “fitness for duty” tests.

Clark offers a total compensation package that includes base salary, bonus potential, and a comprehensive benefits package including health/dental/vision benefits, paid time off, retirement/401k, and Company Contribution plan. Additional benefits include life insurance, commuter benefit, short & long term disability, fitness reimbursement, FSA, tuition reimbursement, back-up daycare, tutoring & family support benefits, EAP/Work-Life assistance, and a holiday contribution program. For this role the base salary range is $45,000-$140,000. Compensation may vary outside of this range depending on a number of factors, including a candidate’s education, experience, and skills. Base pay is one part of the Total Compensation Package that is provided to compensate and recognize employees for their work.