Executive Assistant

ABOUT YOU

You’re an organized, proactive administrative professional who enjoys helping leaders and project teams stay focused and move work forward. You take ownership of details, follow through on commitments, communicate clearly, and know when to resolve a routine issue yourself or bring it to a leader’s attention. You’re comfortable balancing changing priorities and handling confidential information with discretion.

In this full-time role, you’ll provide administrative and operational support to an Division Manager and work closely with project teams and internal and external partners. Construction or project-administration experience is a plus.

A DAY IN THE LIFE

• Manage calendars, meeting requests, interviews, travel arrangements, and meeting logistics; make sure participants have the information and materials they need.

• Prepare and format correspondence, meeting agendas and minutes, weekly updates, proposals, bid instructions, timesheets, expense reports, and other business documents.

• Track action items, deadlines, approvals, and follow-ups; flag delays, missing information, or competing priorities to the appropriate leader.

• Support project managers with proposal and capabilities packages, project folders, administrative forms, and project setup, handoff, and closeout documentation.

• Maintain assigned project and regional trackers, records, and administrative calendars, including items related to licenses, renewals, insurance documents, and training.

• Help collect and organize project updates and information for leadership reports, reviews, and presentations.

• Assist with expense documentation, onboarding coordination, training, team and client events, and other approved activities.

• Support day-to-day office needs, including supplies, meeting spaces, mail, deliveries, visitors, shared equipment, and service requests.

• Identify recurring administrative gaps and suggest practical improvements to checklists, templates, files, or workflows.

• Protect confidential information and follow company procedures. Decisions involving project scope, technical matters, finances, contracts, or business commitments remain with the designated leaders.

NECESSARY QUALIFICATIONS

• Three to ten years of related administrative or operations experience.

• High school diploma or equivalent.

• Proficiency with Microsoft Office, particularly Word and Excel; familiarity with Outlook, Teams, and PowerPoint is beneficial.

• Strong organizational, written, and verbal communication skills, with excellent attention to detail and dependable follow-through.

• Ability to manage multiple assignments, adapt to changing priorities, and work effectively in a fast-paced environment.

• Professional judgment and discretion when working with executives, project teams, vendors, customers, and confidential information.

• Willingness to learn company systems, which may include project, document-management, expense, or opportunity-tracking tools.

• Construction or project-administration experience is a plus.

• Ability to work primarily in an office environment, use standard office equipment, and occasionally visit project sites or travel for business. 

• Ability to sit or stand at a desk or computer, walk and climb stairs as needed, and occasionally lift office products weighing up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WHAT WE CAN OFFER YOU

We are dedicated to the well-being of our associates and are proud to be consistently recognized as a Best Place to Work. Our compensation and benefits package not only supports our associates and their families but benefits local communities and communities around the world.

• Industry-leading performance-based bonus program
• Employee Stock Ownership Plan (ESOP)
• Traditional and Roth 401k
• Tuition reimbursement for associates
• Scholarship for associates’ children up to $28,000 per child
• 1-month paid sabbatical after every five years of employment, plus $5,000 for travel
• 1-week paid volunteer leave each year
• 100% charitable match
• Medical, dental, and vision insurance coverage
• 100% paid 10-week maternity leave

At ARCO, our first core value is to treat people fairly and do the right thing. We are committed to building and sustaining a culture that supports diversity and inclusion. We are proud to be an equal opportunity employer, and all qualified applicants will receive consideration for employment.

From recruiting, training, and hiring practices to selecting our subcontractors, we understand that diversity of all those involved in the construction process enhances our ability to deliver the best solutions to our customers. We hire the best and the brightest from across the country – constructing a team of experts in architecture, design, engineering, project management, and business services.