What are the responsibilities and job description for the Executive Administrative Assistant position at Capitol Fire Sprinkler?
Job Summary
The Executive Administrative Assistant provides high-level administrative and operational support to the Vice President of Operations and serves a s a key liaison for internal and external stakeholders. This role requires a proactive, highly organized professional who thrives in a fast-paced environment and can manage a wide range of responsibilities with discretion, accuracy and sound judgement.
Key Responsibilities
- Manage a complex and dynamic Operations calendar.
- Prioritize competing demands and ensure the VP is fully prepared for meetings, deadlines, and commitments.
Communication Management
- Serve as a primary point of contact for internal teams, clients, vendors, subcontractors, and external partners.
- Draft, edit, and prepare correspondence, reports, & memos.
- Handle sensitive communications with professionalism and diplomacy.
Project & Document Support
- Maintain and organize project documentation, including contracts, permits, insurance records, and confidential files.
- Track deadlines, project milestones, and follow-up items to ensure timely completion.
Qualifications & Skills
Experience
- Minimum of 5 years supporting C-suite or VP-level executives.
- Experience in construction, real estate development, or related industries strongly preferred.
- High school graduate
Industry Knowledge
- Familiarity with construction terminology and project management processes (e.g., RFIs, submittals).
Technical Proficiency
- Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).
- Experience with project management tools such as Procore or Asana is a plus.
Core Competencies
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication abilities.
- High level of discretion and integrity when handling confidential information.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
- Strong problem-solving skills and the ability to anticipate needs.
- Professional demeanor and strong interpersonal skills for interacting across all levels of the organization.
Pay: From $30.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $30