Executive Assistant with River West Construction

Our client is an established civil construction contractor specializing in commercial earthwork and utility projects across the United States. Operating with a lean and highly efficient team, the company has built a successful referral-driven business over the last 13 years by delivering practical results and maintaining strong client relationships. The company focuses on commercial site development projects including restaurants, retail sites, gas stations, medical offices, and similar developments typically spanning two acres or less.

We are looking for a highly organized and proactive Executive Assistant to provide direct support to the Business Owner of a growing U.S.-based construction company. This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys bringing structure to daily operations, and can confidently manage multiple priorities while supporting both executive and estimating functions.

Beyond traditional executive support, you'll play an important role in helping keep estimating activities organized by coordinating bid documentation, tracking deadlines, and ensuring proposal packages are complete and ready for submission. You'll become a trusted partner who helps improve efficiency across the business while maintaining professionalism and confidentiality at all times.

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  Provide direct administrative support to the Business Owner, including calendar management, meeting coordination, email organization, and daily task prioritization.

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  Support the Estimator by organizing bid documentation, tracking bid deadlines, preparing proposal packages, and ensuring all required information is collected before submissions.

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  Manage CRM records, maintain organized digital files, and perform accurate data entry and document control.

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  Assist with invoice tracking, purchase orders, and general administrative tasks that support day-to-day business operations.

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  Identify opportunities to improve administrative workflows, organization, and operational efficiency.

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  Maintain confidentiality while handling sensitive business information, financial documents, and executive communications.

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  Coordinate follow-ups, reminders, and action items to ensure projects and operational tasks remain on schedule.

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  Serve as a reliable administrative partner to both the Business Owner and Estimator, providing proactive support wherever needed.

• 3–5 years of experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or in a similar support role.

• Excellent organizational and time management skills with the ability to manage multiple priorities simultaneously.

• Strong written and verbal English communication skills.

• Highly proactive, resourceful, and capable of anticipating needs before being asked.

• Strong attention to detail with exceptional documentation and follow-up skills.

• Professional, dependable, and able to handle confidential information with discretion.

• Comfortable working in a fast-paced construction or service-based business environment.

• Experience supporting executives while coordinating operational or project-related activities.

• Experience supporting construction, estimating, engineering, or trade businesses is highly preferred but not required.

• Proficiency with Microsoft Office, Google Workspace, CRM platforms, and general business software.

We're seeking someone who enjoys creating order, staying ahead of deadlines, and supporting a growing business behind the scenes. The ideal candidate is proactive rather than reactive, communicates clearly, takes ownership of their responsibilities, and enjoys being the dependable person who keeps everything running smoothly.

This role is ideal for someone who values practical problem-solving, professionalism, and building long-term partnerships within a close-knit team.