Executive Admin

Executive Administrative Assistant (Executive Assistant)

Job Type: Full-Time

Compensation: $60,000–$80,000 (DOE)

Location: Omaha, NE

COMPANY OVERVIEW

Construction Company is a national provider of facility management solutions, delivering innovative and sustainable services built around speed, quality, and a strong client-first approach. As we continue to grow, we're adding an experienced Executive Administrative Assistant to COO and helping keep operations running tight, organized, and on track.

Role Summary

The Executive Administrative Assistant provides high-level administrative and secretarial support to executive leadership. This role is equal parts gatekeeper, calendar strategist, and execution partner—owning scheduling, communication flow, travel, document management, and preparation of reports/presentations.

You'll work across internal teams and external partners with professionalism, discretion, and strong judgment. The right person is organized, calm under pressure, proactive, and can shift priorities without dropping details.

Key Responsibilities

• Serve as a primary liaison between COO and internal/external stakeholders
• Manage executive calendars: scheduling, rescheduling, prioritization, meeting prep
• Handle communications on behalf of leadership: drafting correspondence, follow-ups, and responses
• Coordinate travel, itineraries, and related logistics
• Prepare reports, executive summaries, presentations, and supporting documentation
• Maintain efficient documentation, filing systems, and records management
• Track action items, deadlines, and commitments to keep initiatives moving
• Support special projects and additional duties as assigned
• Maintain confidentiality and discretion with sensitive business and personnel information
• May require occasional evenings/weekends based on executive needs and deadlines

WHAT SUCCESS LOOKS LIKE (Core Competencies)

Administration and Office Operations

• Strong understanding of office management systems, procedures, and protocols
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Tools and Technical Ability

• Experience with tools like Slack, Google Workspace, DocuSign
• Comfortable with virtual meeting platforms (Zoom, Microsoft Teams)
• Familiarity with CRMs, travel booking, and expense tracking tools is a plus

Organization and Time Management

• Strong planning, prioritization, and multitasking
• Reliable follow-through and deadline management in a fast-paced environment
• High attention to detail and accuracy

Communication and Relationship Skills

• Excellent written and verbal communication in English (second language a plus)
• Professional presence and strong interpersonal instincts with executives, clients, and team members

Judgment and Initiative

• Proactive problem-solver with strong decision-making ability
• Anticipates needs and operates with minimal supervision
• Consistent discretion and confidentiality

REQUIREMENTS

Required

• 5+ years of executive administrative support (ideally supporting C-suite)
• Advanced proficiency in Microsoft Office and modern collaboration tools
• Proven track record handling confidential information with professionalism
• Ability to adapt quickly to changing priorities and requests

Preferred

• Bachelor's degree in Business Administration, Communications, or related field
• Experience in facility management, construction, or adjacent industries
• Project coordination experience (task tracking, deadlines, cross-functional follow-up)
• Second language proficiency