Executive Assistant / Office Manager

Executive Assistant / Office Manager The Executive Assistant / Office Manager provides high-level administrative, operational, and organizational support to executive leadership, field operations, and office functions. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage multiple priorities while serving as a central point of communication across departments.Responsibilities / Essential Functions Provide direct administrative support to senior executives, including calendar management, meeting coordination, travel arrangements, and follow-up on action itemsPrepare meeting agendas, take detailed notes, track deliverables, and follow up on executive discussionsCoordinate internal and external meetings with clients, leadership teams, and partners, including reservations and logistics when requiredMaintain workforce schedules aligned with active project needs; move manpower daily and weekly and update master schedules accordinglyReview project workforce planning materials and assign resources based on project demandsUpdate agendas and content for recurring operations and leadership meetingsEnter, review, and validate weekly employee time in timekeeping systems, including payroll, PTO, and sick time verificationOrient new supervisors on time entry processes, policies, and exception handlingServe as a point of contact for employee questions, concerns, and operational issuesAssist with coordinating pickups, deliveries, and movement of materials, equipment, and personnel between yards and project sitesDocument, track, and follow up on workers' compensation claims and related reportingCoordinate onboarding for new hires, including collecting paperwork, explaining expectations, policies, holidays, floating holidays, and screening requirementsCommunicate new hire and termination information to appropriate internal stakeholders and corporate teamsMaintain and update employee records, including emergency contacts and home addressesTrack and request floating holidays and assist with workforce planning and schedulingSchedule, coordinate, and communicate employee meetings and company-wide eventsCoordinate employee travel logistics, including hotel accommodations, per diem setup, and rate negotiationsRegister, track, and maintain employee certifications, renewals, and compliance requirementsCoordinate recurring evaluations and re-certifications with safety and compliance teamsSupport general supervisors, superintendents, and project teams with scheduling, documentation, and operational needsPrepare and present content for recurring leadership huddles and operational meetingsOrder project plans, manage access to project management systems, and maintain employee and subcontractor recordsCreate shipping labels and manage logistics for office and field teamsCoordinate project luncheons, client meals, and on-site events, including vendor communication and paymentsMaintain labor law posters and ensure annual ordering, completion, and distributionAssist with coordinating groundbreakings, ribbon cuttings, volunteer events, and special company functionsMaintain internal systems by adding and removing employees and projects, updating assignments, promotions, reassignments, and project completionsManage fleet assignments, including assigning vehicles, coordinating inspections, repairs, detailing, recalls, and vehicle readinessEnsure fleet documentation, fuel cards, insurance cards, and transponders are active and distributed appropriatelyCoordinate fleet safety activities, including random testing and compliance notificationsSupport annual vehicle ordering and coordinate vehicle returns and resale logisticsOversee trailer and equipment readiness, including inspections, stocking, and seasonal maintenanceCoordinate branded apparel and promotional materials for new hires, refreshes, safety programs, projects, and special eventsSupport business development initiatives by tracking industry events, sponsorships, and client opportunitiesCoordinate external events and sponsorships, including approvals, invoicing, advertising materials, travel, attendee lists, and follow-upMaintain event records, calendars, documentation, and reporting in CRM and tracking systemsAssist executives with expense reconciliation, receipt collection, and cost codingPlan, coordinate, and communicate employee events, client events, volunteer activities, after-hours gatherings, and executive retreatsServe as the primary point of contact for office operations, vendors, and facilities managementOrder office supplies, pantry items, beverages, and promotional materialsCoordinate routine and preventative maintenance for office facilities and equipmentTroubleshoot general office issues, including IT setup in conference rooms and common areasPlan, support, and communicate internal office events and visiting client meetingsKey Skills Exceptional organizational and multitasking skillsStrong written and verbal communicationHigh level of discretion and professionalismProactive problem-solving mindsetAbility to work cross-functionally with all levels of an organizationProficiency with administrative, scheduling, CRM, timekeeping, and project management systemsRequired Experience 5+ years of experience in an Executive Assistant, Office Manager, Operations Coordinator, or similar roleProven experience supporting senior leadership and complex operationsExperience with workforce coordination, onboarding, fleet or asset management, and office operations preferred