Join WILMAC Construction as a Construction Executive Assistant

Welcome to WILMAC Construction, a dynamic and growing commercial construction company with a dedicated team of 35 employees. We pride ourselves on providing exceptional opportunities for professional growth through exciting and challenging projects, while also fostering a supportive and collaborative work environment.

Job Summary:

The Construction Executive Assistant will provide high-level administrative support to the President and the office team, focusing on construction-related tasks. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. The ideal candidate will be proactive, resourceful, and maintain a high level of confidentiality.

Key Responsibilities:

1. Administrative Support:

   • Manage the President’s calendar, including scheduling meetings, appointments, and travel arrangements.
   • Prepare and edit correspondence, reports, presentations, and other documents.
   • Handle incoming and outgoing communications, including emails, phone calls, and mail.
     
     

2. Meeting Coordination:

   • Organize and coordinate meetings, conferences, and events.
   • Prepare agendas, take minutes, and follow up on action items.
   • Ensure timely distribution of meeting materials.
     
     

3. Construction Project Support:

   • Assist in planning and executing construction projects.
   • Manage project documentation and ensure compliance with regulations.
   • Coordinate with project managers to facilitate milestones and deliverables.
     
     

4. Proposal Administration:

   • Assist in preparing and submitting project proposals.
   • Gather necessary documentation and ensure compliance with submission requirements.
   • Coordinate with teams to compile accurate proposal content.
     
     

5. Office Management:

   • Coordinate with Office Manager to maintain office supplies and equipment.
   • Liaise with vendors, service providers, and building management as needed.
     
     

6. Financial Administration:

   • Post expenses and invoices to the company’s financial software.
     
     

7. Timekeeping:

   • Oversee tracking and recording of employee work hours.
   • Ensure accurate and timely submission of timesheets.
   • Assist with payroll preparation by providing necessary timekeeping data.
     
     

8. Construction Administration:

   • Support construction team with administrative tasks such as contract management and compliance tracking.
   • Coordinate with project managers for timely delivery of milestones and documentation.
     
     

9. Onboarding/Offboarding:

   • Facilitate onboarding/offboarding process for new employees.
   • Ensure completion of necessary paperwork and conduct orientations.
     
     

10. Benefits Coordination:

    • Assist with administration of employee benefits programs.
    • Serve as point of contact for employee inquiries regarding benefits.
      
      

11. Confidentiality and Discretion:

    • Handle sensitive and confidential information with discretion.
    • Maintain professionalism in all interactions.
      
      

12. Employee Relations:

    • Support HR-related activities and company events.
    • Assist with employee inquiries and problem resolution.
      
      

13. Miscellaneous Duties:

    • Perform other related duties as assigned to support the President, office team, and company operations.
      
      

Qualifications:

• Education: Associate’s or Bachelor’s degree in Business Administration, Office Administration, or related field preferred.
• Experience: Minimum of 5 years’ experience as an executive assistant or in a similar role, preferably within the construction industry.
• Skills:
  • Excellent verbal and written communication skills.
  • Strong organizational and time-management abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and attention to detail.
  • High level of integrity and discretion in handling confidential information.
  • Knowledge of construction industry practices and terminology is an asset.

Benefits:

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• Professional development opportunities
• Supportive and collaborative work environment