Executive Assistant to EVP — Cross-Unit Strategy

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

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.