Executive Assistant Project Coordinator

JGM; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) Retirement Plan

Flexible Work Schedule

Additional Insurance Benefits

Paid Time Off

Job summary

A leading construction firm is seeking an Executive Assistant Project Coordinator to support project management while providing high-level administrative assistance to executives. The role involves coordinating between various stakeholders, managing multiple priorities, and preparing essential project documentation. Candidates should have at least 5 years of experience in construction administration and possess strong organizational and communication skills. Proficiency in Microsoft Office and project management software is required. This position offers a comprehensive benefits package including health insurance and a flexible work schedule.

Qualifications

• At least 5 years of experience in construction administration or project coordination.
• Strong knowledge of construction terminology, processes, and documentation.
• Exceptional organizational and time management skills.

Responsibilities

• Coordinate project execution between managers, contractors, and clients.
• Track milestones and deliverables using project management software.
• Prepare project documentation including permits and contracts.

Skills

Construction administration experience

Organizational skills

Communication skills

Microsoft Office proficiency

Project management software experience

Understanding of architectural drawings

Education

Associate or bachelor's degree in architecture, construction management, business administration, or related field

Tools

Procore

AutoCAD

Revit

BlueBeam

MS Project

Primavera

Job description

Position:Executive Assistant Project Coordinator

Location: Los Angeles, CA

Job Id:164

# of Openings:1

Overview

An Executive assistant with Construction Project Coordinator experience is a dual-role position that supports construction project management in the architectural industry while providing high-level administrative assistance to executives. This position requires exceptional organizational skills, construction and architectural knowledge, and managing multiple priorities.

Responsibilities

Project Coordination

• Coordinate between project managers, contractors, clients and vendors to ensure smooth project execution
• Track project milestones, deadlines and deliverables using project management software
• Prepare and maintain project documentation including permits, contracts, and change orders
• Schedule and coordinate site meetings, inspections, and client walkthroughs
• Monitor budget expenditures and track project costs
• Create and distribute regular project status reports to stakeholders
• Assist with procurement and vendor management activities
• Support the management of architectural drawings, specifications, and design documentation
• Coordinate design review processes and manage revision workflows

Executive Support

• Manage executives’ calendars, coordinate meetings, and arrange travel
• Prepare executive correspondence, presentations, and reports
• Screen calls, visitors, and correspondence for priority handling
• Coordinate board meetings and prepare meeting materials
• Maintain confidential company records and documentation
• Support strategic initiatives and special projects as assigned
• Serve as liaison between executives and other departments/external parties
• Assist with industry event coordination

Qualifications

• At least 5 years of experience in construction administration or project coordination
• Strong knowledge of construction terminology, processes and documentation
• Exceptional organizational and time management skills
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience with project management software (Procore, Primavera, MS Project, BlueBeam)
• Understanding of architectural drawings, blueprints, and specifications
• Familiarity with architectural design software (AutoCad, Revit, SketchUp)
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and exercise discretion

Preferred

• Associate or bachelor's degree in architecture, construction management, business administration, or related field
• Construction industry certifications (OSHA, LEED)
• Experience with construction management software, such as Procore
• Familiarity with contract administration and procurement processes
• Experience coordinating with design consultants (structural, MEP, interior design)
• Knowledge of sustainable design practices and LEED documentation requirements

Working Conditions

• Primary office environment
• Travel required to project location (less than 10%)

If you meet these requirements and are ready for a challenging and rewarding role, we invite you to apply.

Our Benefits Include:

Medical, Dental, and Vision Insurance

Comprehensive health coverage to ensure employees and their families receive quality healthcare protection.

401(k) Retirement Plan

Competitive retirement savings program with up to 4% company matching, helping employees build long-term financial stability.

Flexible Work Schedule

Empowering employees with the ability to balance work and personal life through adaptable working hours and potential remote work options.

Additional Insurance Benefits

Life insurance to provide financial protection for employees loved ones

Pet insurance to support employees' furry family members

Paid Time Off

Flexible time off to promote work-life balance and employee wellness