Executive Administrative Specialist

Moltus Building Group is seeking a highly organized, proactive, and relationship-driven Executive Administrative Specialist to support our President. This role is ideal for a detail-oriented professional who thrives in a fast-moving construction environment, understands the demands of active projects, and anticipates executive needs before they arise. Acting as the key point of coordination between leadership, project teams, and clients this role serves as the operational backbone of the executive office. You will manage complex scheduling, support strategic and project-related initiatives, and ensure leadership is prepared and informed through clear communication, strong follow-through, and a high level of professionalism. Executive Support & Presidential Coordination Serve as the primary point of contact for all internal and external matters involving the President, including highly confidential, sensitive, or time-critical issues. Independently assess priorities and determine appropriate action in alignment with the President’s leadership style and Moltus Building Group standards. Manage the President’s accessibility by screening calls and emails, drafting correspondence and documents, and handling administrative matters to protect executive focus and time. Work closely with the President to stay ahead of upcoming commitments, project milestones, and responsibilities. Act as a trusted “barometer” of organizational activity and anticipate needs for meetings, site visits, conferences, and strategic engagements. Calendar, Meetings & Logistics Manage a complex, frequently changing executive calendar by prioritizing requests, resolving conflicts, and making sound recommendations to ensure smooth daily operations. Arrange and coordinate all meeting logistics, including scheduling, agenda development, and preparation and distribution of presentation materials for leadership, client, and project-related meetings. Coordinate travel arrangements and prepare expense and mileage reports. Communication & Relationship Management Serve as a professional liaison between the President and employees, leadership, clients, vendors, subcontractors, and industry partners. Provide a “gatekeeper” and “gateway” function, ensuring clear, timely communication between the President and internal teams while maintaining credibility, trust, and alignment with the Leadership Team. Respond to routine and non-routine inquiries and provide timely, professional outreach and follow-up support to clients and external partners. Operational & Strategic Support Collect, organize, and analyze information to support executive decision-making and preparation for meetings with leadership, project teams, and external stakeholders. Support execution and follow-through on projects and initiatives on behalf of the President, coordinating with leadership and staff as needed. Track action items and priorities to ensure accountability and completion of executive and organizational initiatives. Document & Information Management Draft, review, and edit printed and digital communications to ensure clarity, accuracy, and consistency with Moltus standards. Maintain and organize executive files, correspondence, reports, agreements, and confidential materials, ensuring accuracy, version control, and secure handling. Maintain and manage executive contact lists and support documentation. Event & Engagement Support Provide planning and on-site support for company events, leadership meetings, and client or community engagement activities. Coordinate event logistics including venues, vendors, catering, guest lists, setup and breakdown, and overall hospitality to ensure a professional and welcoming experience. Qualifications 3+ years of administrative or executive support experience. Exceptional communication skills—written, verbal, and interpersonal. Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, HubSpot Strong judgment, discretion, and ability to handle sensitive information. Proven ability to manage competing priorities, solve problems proactively, and adapt in a fast‑paced environment. Highly organized, detail‑driven, and committed to accuracy and follow‑through. Relationship‑oriented with a positive, service‑focused mindset. Job Type: Full-time Benefits: 401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Parental leave Professional development assistance Vision insurance Experience: Executive administrative support: 2 years (Required) Work Location: In person