Senior Executive Assistant

Confidential; East Compton (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Confidential is seeking a highly organized Senior Executive Assistant with construction experience to support the Director of Project Management and manage key administrative, financial, and operational functions. The role requires strong judgment, financial awareness, and the ability to manage multiple priorities in a fast-paced construction environment.

The successful candidate will coordinate with project managers, field personnel, vendors, subcontractors, and internal departments.

Qualifications

• Experience providing administrative and executive support in a construction setting.
• Experience supporting senior project managers, executives, or owners.
• Strong understanding of budgeting, invoicing, expense tracking, and financial processes.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments independently in a deadline-driven environment.
• Ability to protect confidential information and maintain discretion.
• Proficiency with MS Office and construction software tools.

Responsibilities

• Provide high-level admin support to the Senior Project Manager and leadership.
• Manage calendars, appointments, meetings, deadlines, and follow-ups.
• Organize project documents, correspondence, and electronic files.
• Draft professional emails, letters, agendas, and internal communications.
• Assist with project budgets, invoicing, POs, expense reports, and cost tracking.
• Review invoices for accuracy and route for approval.
• Coordinate with project managers, field staff, vendors, subcontractors, and GC staff.
• Assist with contract administration, change orders, and closeout documentation.
• Schedule meetings and prepare supporting materials.
• Handle vendor communications, material orders, deliveries, and related requests.

Skills

Executive support

Construction industry

Budgeting

Invoicing

Microsoft Office

Procore

Sage

Viewpoint

Bluebeam

PlanGrid

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

We are a construction subcontractor seeking a highly organized, proactive, and dependable Senior Executive Assistant with commercial construction experience to support the Director of Project Management and manage key administrative, financial, and operational functions. The Executive Assistant will serve as a trusted administrative partner to the Project Manager and company leadership. This position requires excellent judgment, strong follow-through, financial awareness, and the ability to manage competing priorities in a fast-paced construction environment.

The successful candidate will be comfortable coordinating with project managers, field personnel, general contractors, vendors, subcontractors, and internal departments. This role is ideal for someone who takes initiative, anticipates needs, protects confidential information, and brings structure and accountability to daily operations. This candidate should have executive assistant experience working for managers in construction and understand how to work in a construction management environment.

Key Responsibilities

• Provide high-level administrative support to the Senior Project Manager and executive leadership.
• Manage calendars, appointments, meetings, deadlines, and follow-up activities.
• Organize project-related correspondence, documents, reports, and electronic files.
• Draft and prepare professional emails, letters, meeting agendas, presentations, and internal communications.
• Assist with project budgets, invoicing, purchase orders, expense reports, cost tracking, and other financial documentation.
• Review invoices and supporting documents for accuracy and route them for approval.
• Coordinate with project managers, superintendents, estimators, accounting staff, vendors, subcontractors, and general contractors.
• Assist with contract administration, change-order documentation, project closeout materials, and compliance records.
• Schedule internal and external meetings and prepare supporting materials.
• Assist with vendor communication, material orders, deliveries, and project-related administrative requests.
• Handle confidential business, employee, financial, and project information with discretion.
• Support special projects and other business needs assigned by the Senior Project Manager or executive leadership.

Required Qualifications

• Prior administrative, executive support, project coordination, or accounting experience within the construction industry is a must
• Experience supporting a senior project manager, executive, owner, or other senior-level leader.
• Strong understanding of general business operations, budgeting, invoicing, expense tracking, and financial processes.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments independently in a deadline-driven environment.
• Strong problem-solving skills and the ability to anticipate business needs.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with construction accounting, document management, or project management software.
• Experience with construction contracts, purchase orders, change orders, lien releases, certified payroll, or project closeout documentation.
• Experience using software such as Procore, Sage, Viewpoint, Bluebeam, PlanGrid, or similar platforms.

Skills and Competencies

• Professionalism and discretion
• Initiative and accountability
• Financial and business awareness
• Strong follow-through
• Clear and professional communication
• Ability to work effectively with field and office personnel
• Adaptability in a fast-paced environment
• Exceptional attention to detail
• Ability to remain composed while managing changing priorities

This is a full-time, on-site position based in East Rancho Dominguez, California. The role requires regular interaction with project managers, field personnel, vendors, general contractors, and company leadership.

We are an equal opportunity employer and consider qualified applicants regardless of legally protected characteristics.