Executive Assistant / Office Manager

Consigli Construction•White Plains, NY

12h•Onsite

About The Position

The Executive Assistant / Office Manager provides high‑level administrative, operational, and organizational support to executive leadership, field operations, and office functions. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage multiple priorities while serving as a central point of communication across departments.

Requirements

5+ years of experience in an Executive Assistant, Office Manager, Operations Coordinator, or similar role
Proven experience supporting senior leadership and complex operations
Exceptional organizational and multitasking skills
Strong written and verbal communication
High level of discretion and professionalism
Proactive problem‑solving mindset
Ability to work cross‑functionally with all levels of an organization
Proficiency with administrative, scheduling, CRM, timekeeping, and project management systems

Nice To Haves

Experience with workforce coordination, onboarding, fleet or asset management, and office operations preferred

Responsibilities

Provide direct administrative support to senior executives, including calendar management, meeting coordination, travel arrangements, and follow‑up on action items
Prepare meeting agendas, take detailed notes, track deliverables, and follow up on executive discussions
Coordinate internal and external meetings with clients, leadership teams, and partners, including reservations and logistics when required
Maintain workforce schedules aligned with active project needs; move manpower daily and weekly and update master schedules accordingly
Review project workforce planning materials and assign resources based on project demands
Update agendas and content for recurring operations and leadership meetings
Enter, review, and validate weekly employee time in timekeeping systems, including payroll, PTO, and sick time verification
Orient new supervisors on time entry processes, policies, and exception handling
Serve as a point of contact for employee questions, concerns, and operational issues
Assist with coordinating pickups, deliveries, and movement of materials, equipment, and personnel between yards and project sites
Document, track, and follow up on workers’ compensation claims and related reporting
Coordinate onboarding for new hires, including collecting paperwork, explaining expectations, policies, holidays, floating holidays, and screening requirements
Communicate new hire and termination information to appropriate internal stakeholders and corporate teams
Maintain and update employee records, including emergency contacts and home addresses
Track and request floating holidays and assist with workforce planning and scheduling
Schedule, coordinate, and communicate employee meetings and company‑wide events
Coordinate employee travel logistics, including hotel accommodations, per diem setup, and rate negotiations
Register, track, and maintain employee certifications, renewals, and compliance requirements
Coordinate recurring evaluations and re‑certifications with safety and compliance teams
Support general supervisors, superintendents, and project teams with scheduling, documentation, and operational needs
Prepare and present content for recurring leadership huddles and operational meetings
Order project plans, manage access to project management systems, and maintain employee and subcontractor records
Create shipping labels and manage logistics for office and field teams
Coordinate project luncheons, client meals, and on‑site events, including vendor communication and payments
Maintain labor law posters and ensure annual ordering, completion, and distribution
Assist with coordinating groundbreakings, ribbon cuttings, volunteer events, and special company functions
Maintain internal systems by adding and removing employees and projects, updating assignments, promotions, reassignments, and project completions
Manage fleet assignments, including assigning vehicles, coordinating inspections, repairs, detailing, recalls, and vehicle readiness
Ensure fleet documentation, fuel cards, insurance cards, and transponders are active and distributed appropriately
Coordinate fleet safety activities, including random testing and compliance notifications
Support annual vehicle ordering and coordinate vehicle returns and resale logistics
Oversee trailer and equipment readiness, including inspections, stocking, and seasonal maintenance
Coordinate branded apparel and promotional materials for new hires, refreshes, safety programs, projects, and special events
Support business development initiatives by tracking industry events, sponsorships, and client opportunities
Coordinate external events and sponsorships, including approvals, invoicing, advertising materials, travel, attendee lists, and follow‑up
Maintain event records, calendars, documentation, and reporting in CRM and tracking systems
Assist executives with expense reconciliation, receipt collection, and cost coding
Plan, coordinate, and communicate employee events, client events, volunteer activities, after‑hours gatherings, and executive retreats
Serve as the primary point of contact for office operations, vendors, and facilities management
Order office supplies, pantry items, beverages, and promotional materials
Coordinate routine and preventative maintenance for office facilities and equipment
Troubleshoot general office issues, including IT setup in conference rooms and common areas
Plan, support, and communicate internal office events and visiting client meetings