Construction Executive Assistant

CRISTA Ministries•Shoreline, WA

8d•Onsite

About The Position

The Construction Executive Assistant is responsible for providing God-Centric, high-trust administrative and communication support to the Director of Construction and Vice President of Facilities & Construction. The role requires fluency in general contractor language and processes and the ability to step-in and provide detailed administrative support, including as-needed support in physically managing the responsibilities of the Facilities Department leadership team. The Construction Executive Assistant will also manage proposals, process expense reports and partner with upper leadership regarding contracts and vendors. While this role includes construction and capital project support, the primary focus is administrative and communication support within a construction environment.

Requirements

Associate or bachelor’s degree from an accredited college or university recognized by the United States Department of Education or equivalent. Relevant work experience may be substituted for education on a year-for-year basis.
Must have 3-5 years recent experience in an executive assistant or administrative assistant position
Must have 1-2 years of experience as an executive assistant or administrative assistant working with a general contractor.
Microsoft Office Suite advanced proficiency (PowerPoint, Excel, Word, and Outlook)
Microsoft Teams & Zoom
Advanced knowledge of Microsoft Excel to assist in budget tracking for Capital and Construction projects.
Intermediate knowledge of Blue Beam usage in a construction project environment.
Knowledge of setup and hosting web-based meetings.
Consistently exhibits discretion, confidentiality, and solid judgment.
Team player.
Self-directed and highly organized.
Strong interpersonal and communication skills - both oral and written.
Flexible and able to respond to unexpected circumstances.
Keen problem-solving skills and ability to utilize creative thinking.
Ability to pass background checks relating to DSHS Secretary’s List of Crimes and Negative Actions. ( WAC 388-113 ).
Belief that Jesus Christ is Lord and Savior.
Is a committed Christian who is dedicated to continued spiritual growth and development as evidenced through a growing personal walk with God (e.g. daily spiritual rhythms of prayer, fellowship, Bible study, etc.).
Prayerfully seeks God’s will in their own lives and in their ministry at CRISTA.
Engages our ministry including staff and colleagues through prayer, participation in spiritual practices, leading devotionals and other spiritual practices.
Affirms, aligns with and supports CRISTA’s Statement of Faith and Christian Community Representative Statement (CCC).
Conducts themselves in a manner which reflects well on CRISTA Ministries and aligns with its mission, vision, Statement of Faith and Christian Community Representative Commitment (CCC).
Demonstrates the values of a CRISTA leader.

Nice To Haves

Bachelor’s degree from an accredited college or university recognized by the United States Department of Education or equivalent. Relevant work experience may be substituted for education on a year-for-year basis.
3+ years of experience as an administrative assistant working with a general contractor.
BlueBeam
SmartSheet
Previous experience working for an architectural, engineering, or construction firm a plus.
Experience assisting in the management of building permits a plus.

Responsibilities

Review and manage various forms of communications including voicemail, phone calls, e-mails, mail, and visitors.
Prioritize demands on the schedule given stated goals and objectives.
Create and maintain a reminder system and anticipate needs for business documents and background information.
Develop and maintain a follow-up system to ensure commitments are acted upon.
Process expenses and credit card reports.
Assist with overall communication which includes planning and coordinating assigned communication activities.
Support the Director of Construction with items such as agendas and material distribution, recording meeting minutes, and administrative project coordination support within Facilities & Construction.
Attend meetings and assist in preparation for meetings.
File and organize drawings, specifications, submittments, shop drawings etc.
Manage intake of proposals, contracts, and invoices for several consultants and contractors across many different Capital and Construction projects.
Assist in the process of construction pay applications, schedule of values, and other types of contracts with contractors and vendors.
Create and review project schedules for Capital and Construction Projects.
Assist and Coordinate Furniture, Fixtures and Equipment (F.F.E.) management on Capital and Construction Projects, including building and arranging furniture as needed.
Assist with Observing and Documenting special needs during construction (Fire watch, Escorting Contractors and Inspectors).
Provide support to the Director of Construction and VP Facilities and Construction, supporting Facilities leadership by facilitating communication between project stakeholders, conducting tours, conducting and/or overseeing fire watch activities, receiving deliveries of FFE and supplies, or making project/mockup spaces presentable through light cleaning and maintenance.
Conduct that reflects well on CRISTA Ministries and aligns with its mission, vision, Statement of Faith and Christian Community Representative Commitment (CCC).