Executive Assistant Project Coordinator - Los Angeles, CA

JGM; Los Angeles (CA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) Retirement Plan

Flexible Work Schedule

Life and Pet Insurance

Paid Time Off

Job summary

A leading construction project management firm in Los Angeles seeks an experienced Executive Assistant/Project Coordinator. The role supports project management tasks while providing high-level administrative assistance to executives. Ideal candidates should have expertise in construction administration, strong organizational skills, and proficiency in project management software. The position offers competitive benefits, a flexible work schedule, and requires minimal travel.

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 between project managers, contractors, clients, and vendors.
• Track project milestones, deadlines, and deliverables.
• Prepare and maintain project documentation.

Skills

Construction administration

Organizational skills

Project management

Microsoft Office proficiency

Communication skills

Education

Associate or bachelor's degree in relevant field

Tools

Procore

AutoCad

Revit

Job description

Executive Assistant/Project Coordinator

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

• 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%)

Benefits

• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Flexible Work Schedule
• Additional Insurance Benefits: Life insurance and Pet insurance
• Paid Time Off