URGENT: Construction Executive Assistant (US construction experience is required)

WorkStaff360

About The Position

The Construction Executive Assistant supports the General Manager with executive administration and construction-related coordination. The role manages communications and calendar commitments, tracks administrative follow-ups and action items, organizes project records, and prepares concise updates to help the General Manager focus on priorities. The assistant coordinates with project managers, superintendents, subcontractors, vendors, clients, owners, general contractors, and other team members, but does not direct field work or make technical decisions. The position is scheduled for 40 hours per week, Monday through Friday, from 7:00 AM to 4:00 PM Pacific time. Compensation is $5 USD per hour during weeks 1–4, $6 per hour during weeks 5–8, and $7 per hour from week 9 onward.

Requirements

Prior experience in construction administration, project coordination, or executive or administrative support within a construction company.
Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings and specifications, subcontractors, trades, and trade responsibilities.
Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
Excellent written and spoken English, professional communication, and strong follow-through.
Proficiency in Microsoft Outlook, Excel, Word, and Teams, and ability to manage shared files, calendars, and multiple priorities.
Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
Availability and responsiveness during California business hours.

Nice To Haves

Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools.
Exposure to general contracting, electrical contracting, commercial construction, or public works projects.
Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.

Responsibilities

Monitor and organize the General Manager’s inbox, flag urgent and time-sensitive construction communications, draft routine correspondence for approval, and track unanswered messages.
Manage the General Manager’s calendar, appointments, and deadlines during California business hours; schedule meetings and calls with internal and external stakeholders.
Prepare meeting agendas, attend virtual meetings as requested, record decisions and action items, distribute meeting minutes, and coordinate reminders and follow-ups.
Maintain an organized list of priorities, delegated tasks, and outstanding action items; track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items.
Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
Provide daily or weekly summaries of open items, overdue responses, upcoming deadlines, critical correspondence, and matters requiring the General Manager’s attention or leadership input.
Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
Maintain document naming conventions, versions, contact lists, and shared folders, and help route documents for review.
Support meeting preparation, travel arrangements, scheduling, and other executive administrative needs.
Collect status updates from department leaders and project personnel as requested.
Help the General Manager prepare for weekly discussions with the company President.