Executive Assistant - Construction Services

About Melbourne:

Our headquarters is located in Melbourne, Florida, a vibrant city on the Space Coast where high-tech innovation meets coastal living. Here, you’ll work on dynamic, impactful projects while enjoying front-row views of rocket launches from our rooftop and quick access to some of Florida’s most beautiful beaches. Just an hour from world-class attractions like Disney World and Universal Studios, Melbourne offers the perfect balance of career growth, family life, and fun, all in a warm subtropical climate with a relaxed, suburban feel.

Overview

The Executive Assistant provides high-level administrative and operational support to Construction and Integrated Services (C&IS) executives, supporting both the design and construction sides of integrated design-build project delivery. The role manages complex priorities, protects confidential information, and serves as a professional liaison among the Senior Vice President, executives, project teams, clients, and external partners to support timely communication, decisions, and follow-through.

 

Job Responsibilities 

•    Maintain executive calendars; coordinate internal and external meetings, project reviews, client appointments, leadership commitments, and changes in priority.
•    Manage travel logistics, including flights, lodging, ground transportation, itineraries, and supporting arrangements for project-site visits, conferences, and client meetings.
•    Prepare and process expense reports and track administrative budgets for travel, meetings, events, and departmental activities.
•    Screen and prioritize calls, emails, correspondence, meeting requests, and information needs, using sound judgment and discretion and escalating time-sensitive matters.
•    Draft, proofread, edit, and assemble letters, presentations, proposals, reports, project communications, executive-meeting materials, board materials, and client-facing documents.
•    Coordinate with project management, business development, marketing, finance, human resources, and other functions to support departmental initiatives, deliverables, and follow-up actions.
•    Track project milestones, leadership commitments, key deliverables, decisions, and action items for the Senior Vice President's oversight and follow up with responsible parties.
•    Support quarterly operations reviews, business-development reporting, leadership meetings, company events, client functions, and onboarding coordination for senior hires reporting to the Senior Vice President.
•    Maintain confidentiality and protect sensitive business, client, project, and personnel information.
•    Build effective working relationships with internal and external stakeholders and represent the Senior Vice President professionally.
•    Perform other related executive-support and coordination duties as assigned.

 

Qualifications

• Required: High school diploma or equivalent and eight or more years of executive-support or senior administrative experience.
• Required: Proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint, and Adobe Acrobat and/or Bluebeam.
• Required: Demonstrated discretion with confidential information, sound judgment, clear written and verbal communication, attention to detail, and the ability to manage changing priorities and deadlines.
• Preferred: Five or more years of executive-support experience and familiarity with Procore, Deltek, Salesforce, or comparable project-management or customer-relationship-management platforms.
• Preferred: Experience in architecture, engineering, construction, design-build, or professional services.
• Preferred: Bachelor's degree in business administration, communications, or a related field.

 

Physical Requirements

•    The work is semi-sedentary work and requires the ability to lift up to 10 pounds.
•    Manual dexterity, hearing, mental acuity, typing, reaching, repetitive motion, speaking, talking, visual acuity, and walking.
•    Ability to stand and sit for periods longer than 30 minutes but not to exceed two hours consecutively.
•    Ability to control behavior when encountering stressful situations or short deadlines and  to maintain a high level of concentration.
•    Ability to print and draw letters, numbers, words, characters, and symbols that are legible and understood by others.
•    Ability to learn complex tasks and remember how to complete tasks without assistance once trained.