Construction and Real Estate Executive Assistant

Job Summary:
We are seeking a highly organized and detail-oriented Executive Assistant to support the executive team in our construction and real estate firm. The ideal candidate will have strong administrative skills, a thorough understanding of the construction and real estate industry, and proficiency in Buildertrend software. This role involves managing schedules, coordinating meetings, handling communications, assisting with various projects, estimating construction materials needs, and coordinating with suppliers to ensure the smooth operation of executive functions.
Key Responsibilities:
Administrative Support: Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Prepare and edit reports, presentations, and other documents as needed.
Project Coordination: Assist in the planning and coordination of construction and real estate projects. Ensure timely follow-up on project timelines and deliverables.
Document Management: Maintain and organize project files, contracts, and other important documents. Ensure all documents are up-to-date and easily accessible.
Meeting Preparation: Prepare agendas, take minutes, and distribute follow-up action items for executive meetings. Ensure executives are well-prepared for all engagements.
Financial Administration: Assist with budgeting, invoicing, and financial reporting. Track expenses and manage financial records.
Buildertrend Proficiency: Utilize Buildertrend software to manage project schedules, track progress, and communicate with team members. Ensure accurate data entry and effective use of the software for project management.
Client Relations: Serve as a point of contact for clients, addressing inquiries and providing information as needed. Maintain positive relationships with clients and stakeholders.
Material Estimation: Estimate construction materials needs based on project specifications and timelines. Ensure accurate calculations and efficient resource planning.
Supplier Coordination: Coordinate with suppliers to procure necessary construction materials. Manage relationships with suppliers, negotiate prices, and ensure timely delivery of materials.
Qualifications:
Experience: Minimum of 1-2 years of experience as an executive assistant, preferably within the construction or real estate industry.
Technical Skills: Proficiency in Buildertrend is required. Strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Communication Skills: Excellent written and verbal communication skills. Ability to interact professionally with clients, vendors, and team members.
Organizational Skills: Superior organizational and time management skills. Ability to manage multiple tasks and projects simultaneously.
Attention to Detail: High level of accuracy and attention to detail in all aspects of work.
Problem-Solving: Strong problem-solving skills and ability to think proactively.
Discretion: Ability to handle confidential information with discretion and professionalism.