Executive Assistant

Clark Construction Group•McLean, VA

About The Position

The Executive Assistant provides administrative support to key executives and senior leadership, including scheduling, organization, daily logistics, and other administrative tasks. The role also provides dedicated bid coordination support to project teams, estimating departments, and pursuit leaders throughout the preconstruction lifecycle. The position coordinates the administrative delivery of RFPs, RFQs, and formal bid packages; tracks deadlines and deliverables; assists with subcontractor and vendor outreach; prepares and maintains proposal and bid materials; and coordinates bid-day logistics. The role is based primarily in a professional office and may also involve occasional travel to construction sites. It is a demanding, high-performance role that requires flexibility to work extended hours and respond to time-sensitive business needs outside regular working hours. Pre-employment and random quarterly drug fitness-for-duty screenings are required.

Requirements

Experience supporting senior leadership and/or a department in an administrative capacity.
Demonstrated ability to think on one's feet and solve problems.
Confidence and a passion for customer service.
A can-do attitude, superior organizational skills, and accuracy.
Ability to maintain confidentiality in all aspects of job responsibilities.
Clear and concise written and verbal communication skills.
Ability to juggle multiple competing priorities under deadlines.
Advanced proficiency in Microsoft Office applications.
Ability to work overtime to meet business requirements as needed.
Ability to work extended hours and respond to communications outside regular working hours when required.
Ability to perform prolonged periods of focused desk work and detailed computer work, with effective communication and visual acuity.
Ability to move actively throughout the office and travel occasionally to various locations, including construction sites.
Ability to lift and move up to 10 pounds regularly and up to 25 pounds occasionally.
Compliance with required pre-employment and random quarterly drug fitness-for-duty screenings.

Nice To Haves

Previous administrative experience in the commercial construction, engineering, or architecture industry.
Familiarity with bid coordination workflows, public and private procurement processes, and standard construction terminology.
Exposure to construction project management and bidding software such as Procore, BuildingConnected, Bluebeam Revu, or Adobe Acrobat Pro.

Responsibilities

Provide operational and logistical support to senior leadership and the department.
Manage a busy calendar and coordinate complex meetings with internal and external executives and assistants.
Review and summarize documents and deliver reports as required.
Prioritize and manage multiple projects simultaneously.
Maintain accurate documentation and filing systems.
Support other members of the department's team as needed.
Coordinate end-to-end administrative delivery of RFPs, RFQs, and formal bid packages in accordance with Clark Construction standards.
Monitor bid deadlines, milestones, and deliverable schedules across active estimating and procurement efforts.
Assist with subcontractor and vendor outreach, bid invitations, plan distribution, and receipt tracking.
Compile, format, proofread, and assemble technical proposals, qualifications statements, and bid compliance exhibits.
Maintain digital bid files, specification documents, addenda distributions, and bid logs so team members work from the latest revisions.
Coordinate bid-day logistics, including secure document submissions, notary services, hand-deliveries, digital upload verifications, and cross-functional war room setup.
Follow Clark Construction safety policies and procedures and applicable laws at all locations.
Work extended hours and monitor and respond to communications when required by business needs, time-sensitive matters, or emergencies.