Executive Assistant

Spence Brothers; Saginaw (MI); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Paid holidays

Paid time off

401K with company match

ESOP

Job summary

Spence Brothers, a Michigan-based commercial construction company, seeks an Executive Assistant to provide comprehensive administrative support to senior leadership. The role demands exceptional communication, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

You will partner with the executive team, handling calendars, travel, meetings, and confidential information with discretion while contributing to strategic initiatives and operations.

Qualifications

• Experience supporting C-level executives or senior leadership.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Screen and prioritize communications (email, phone, mail)
• Manage executive calendars, meetings, and travel arrangements
• Coordinate internal/external meetings and event logistics
• Prepare and distribute employee communications
• Assist with special projects and company initiatives
• Process donations/sponsorship requests and track related expenses

Skills

Executive support

C-suite liaison

Time management

Discretion & confidentiality

Education

Bachelor's degree preferred

Tools

Microsoft Office

Bluebeam

Adobe

Procore

Job description

Spence Brothers, a Michigan-based commercial construction company, is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to senior leadership. This role requires exceptional communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will serve as a trusted partner to the executive team, ensuring efficient operations and confidentiality at all times.

Roles & Responsibilities

• Screen and prioritize incoming communications (email, phone calls, correspondence, clients, customers, job seekers)
• Manage and organize incoming and outgoing mail, UPS and FedEx shipments
• Responsible for ordering and stocking all office needs including office supplies, business cards, paper products, etc.
• Assist Management & Estimating with ordering drawings and/or printing in-house
• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements
• Coordinate all details and needs for internal and external corporate meetings
• Assist leadership with various special projects and company initiatives
• Coordinate donation/sponsorship request process
• Coordinate checks, invoices, guest attendance, etc. for meetings & events approved
• Track and manage expenses related to events, donations/sponsorships, memberships, etc.
• Prepare welcome packages for salaried new hires
• Draft, finalize and/or distribute employee communications as necessary

Qualifications

• 10+ years of experience supporting C-level executives or senior leadership
• Bachelor’s degree preferred (or equivalent work experience)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Bluebeam, Adobe, Procore preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to work independently and anticipate executive needs
• Handle confidential information with a high level of discretion and professionalism
• Strategic thinking and problem-solving
• Attention to detail
• Adaptability and flexibility
• Strong interpersonal and organizational skills

Work Environment & Physical Demands

• May need to lift up to 50lbs
• May work in seated or standing positions for prolonged periods of time, perform sustained manual activities at low to moderate levels of exertion

Benefits

We offer a comprehensive benefits package including medical, dental, vision, life insurance, paid holidays and paid time off, 401K with company match and ESOP.

EEOC Statement

Spence Brothers is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

About Spence Brothers

Spence Brothers has built trust and important facilities that have helped our communities thrive for over 130 years. Our legacy continues as a trusted leader in Construction Management, Design/Build, and General Contracting services throughout Michigan. We are proud to build facilities that impact all parts of our community, ranging from small projects for non-profit organizations to large corporate facilities. Spence Brothers is recognized far and wide for our commitment to quality and dependability by clients, subcontractors, and designers.