Executive Assistant & Project Coordinator (De

Tetherow Resort•Bend, OR

4h•Hybrid

About The Position

We are seeking a proactive, highly organized, and detail-oriented Executive Assistant (EA) with experience in interior design, architecture, and/or construction to support our COO with design and development projects. This hybrid role requires managing high-level administrative tasks while helping with coordination of multiple, concurrent design and renovation projects from concept to completion. The ideal candidate will liaise between the COO, project managers, designers, contractors, and vendors to ensure timely project delivery. This role requires exceptional organizational skills, strong business acumen, discretion, and the ability to manage multiple priorities in a fast-paced resort and real estate development environment.

Requirements

Experience: 3–5 years of experience as an Executive Assistant, ideally in construction, interior design, or architecture or as a project manager/asst project manager in those fields. Experience supporting C-level executives strongly preferred.
Industry Knowledge: Solid understanding of construction processes, design workflows, and materials as related to specifications and procurement processes. Ability to read construction plans and assist with making comments.
Technical Proficiency: Mastery of Microsoft Office Suite (Excel, Word, Outlook, Teams). Familiarity with Box, Adobe, or BlueBeam is a plus.
Organization: Proven ability to track and prioritize tasks and decisions for multiple projects simultaneously under tight deadlines.
Communication: Excellent verbal and written communication skills.
Exceptional organization and time management skills.
Ability to manage multiple high-priority projects simultaneously.
Strong written and verbal communication skills.
High level of professionalism and discretion.
Detail-oriented with strong follow-through
Meticulousness in reviewing drawings, budgets and specifications.
Problem-solving and proactive thinking.
Ability to operate independently and anticipate needs.
Grace Under Pressure: Ability to manage high-stakes renovations and demanding owner expectations.

Responsibilities

Manage complex calendars, including scheduling meetings, site visits, travel and priorities for the COO.
Serve as liaison between the COO and internal teams, investors, partners, and vendors.
Track key projects and initiatives and ensure follow-through on action items.
Draft, edit, and finalize executive level correspondence, reports, internal correspondence, contracts, presentations, and board/investor materials.
Assist with strategic planning, operational reporting, and special projects.
Process expense reports, invoices, and payment processing related to projects.
Maintain confidentiality of sensitive company, personal and financial information.
Help oversee office operations as related to projects, including maintaining design libraries, samples, and catalogs.
Assist in managing real estate development projects from acquisition through entitlement, design, construction, and stabilization.
Coordinate meetings with architects, engineers, contractors, consultants, municipalities, and internal stakeholders.
Track project schedules, budgets, contracts, and deliverables to ensure timelines and financial targets are met.
Assist COO with review and approval of project budgets, construction draws and cost tracking.
Act as a key point of contact for communication and scheduling, managing expectations and following up on action items.
Coordinate with vendors to get quotes, samples, availability and delivery information.
Maintain organized digital and physical project documentation at all times. Assist COO in getting old project files digitized and organized.
Support with personal schedule, tasks and communications as needed.
Liaise with Velocity and Tetherow teams