Executive Assistant

Required Skills & Experience

• Minimum 3-5 years of experience as an Executive Assistant, Administrative Assistant, Project Coordinator, Construction Coordinator, or similar role.
• Experience supporting senior leaders, project executives, or construction management teams.
• Advanced calendar management and executive support experience.
• Strong project coordination, scheduling, and organizational skills.
• Advanced proficiency in Microsoft Office Suite (Excel, Outlook, Word, and PowerPoint).
• Strong spreadsheet management skills, including data tracking, reporting, and dashboard creation.
• Experience utilizing AI tools (Microsoft Copilot, ChatGPT, Power BI, or similar technologies) to improve efficiency, generate reports, create dashboards, and support data-driven decision making.
• Ability to interpret project data and present information in a clear, actionable format.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills.
• Self-starter with excellent problem-solving and critical-thinking abilities.

Nice to Have Skills & Experience

• Experience with project management platforms such as Procore, Smartsheet, Primavera P6, MS Project, SharePoint, or similar tools is a plus.
• Experience supporting construction, renewable energy, infrastructure, engineering, or large capital projects preferred.

Job Description

We are seeking a highly organized and proactive Executive Assistant / Project Coordinator to support leadership on a large-scale solar construction project in Texas. This individual will serve as a strategic partner to project leadership by managing complex calendars, coordinating project activities, maintaining project documentation, tracking deliverables, and ensuring seamless communication across internal and external stakeholders.

The ideal candidate is smart, detail-oriented, and thrives in a fast-paced construction environment. This role requires a strong ability to manage multiple priorities, maintain accurate project trackers, organize large volumes of information, and leverage technology and AI tools to improve reporting, visibility, and operational efficiency.

Responsibilities

• Manage complex calendars, meeting schedules, and travel arrangements for project leadership.
• Coordinate meetings, prepare agendas, document meeting notes, and track action items.
• Maintain project schedules, milestone trackers, and status reports.
• Create and manage spreadsheets used for project tracking, forecasting, reporting, and resource planning.
• Coordinate communication between project managers, construction teams, contractors, vendors, and executive stakeholders.
• Organize and maintain project documentation, files, contracts, and correspondence.
• Track project deliverables, deadlines, and follow up on outstanding action items.
• Develop executive-level reports and presentations to support project decision-making.
• Utilize AI-powered tools and business intelligence platforms to create dashboards, automate reporting, analyze project data, and improve visibility into project progress and risks.
• Identify process improvement opportunities and implement systems that increase efficiency and organization across the project team.
• Support special projects and administrative initiatives as needed.

Pay Range for this role is $35 - $50 per hour.