Executive Project Manager Assistant
18 days ago
Bridgehampton
Job DescriptionBenefits: • 401(k) matching, • Competitive salary, • Dental insurance, • Health insurance, • Opportunity for advancement, • Paid time off BuildLabs Custom LLC is a distinguished luxury home construction company committed to delivering exceptional craftsmanship and unparalleled service in the Hamptons. With a focus on quality and client satisfaction, we take pride in creating exquisite residences that reflect our clients' individual styles and aspirations. Position Overview: An Executive Assistant provides high-level administrative support to senior executives, managing their calendars, scheduling meetings, handling communications, preparing documents, arranging travel, and acting as the primary point of contact, ensuring the executive's day-to-day operations run smoothly and allowing them to focus on strategic priorities; often requiring strong organizational skills, keeping pace with a fast paced exec, excellent communication, and the ability to handle confidential information. The role of a Project Manager is to Lead and manage construction projects, ensuring they are completed on time, within budget, and to the highest quality standards. • Estimate costs, develop budgets, and track expenses throughout the project lifecycle., • Prepare detailed reports on project status, budget updates, and any issues encountered, and present findings to stakeholders., • Resolve problems and conflicts that arise during construction, maintaining open communication with team members and clients., • Ensure compliance with safety regulations, building codes, and environmental standards., • Collaborate effectively with subcontractors, engineers, architects, and other key project team members to achieve project goals., • Negotiate contracts and agreements with external vendors and subcontractors, securing the best terms and pricing., • Delegate tasks and responsibilities to team members, providing clear guidance and support., • Keep stakeholders informed of project progress through regular communication and progress reports., • Address any environmental or community concerns related to the project, demonstrating a commitment to sustainability and community engagement., • Conduct site inspections to monitor progress, quality, and adherence to standards, taking proactive measures to address any issues that arise., • Proactively identify changes in project scope and adjust plans and budgets accordingly., • Administer the submittal review process between subcontractors, suppliers, and the design team.This role combines both into one. This is an exciting opportunity to be part of a dynamic company that values excellence in both construction and client service. Requirements: • Bachelor's degree in construction management, engineering, or related field (preferred)., • Minimum of 5 years of experience in construction project management, with a focus on high-end residential projects., • Strong knowledge of construction materials, techniques, and equipment., • Excellent leadership, communication, and interpersonal skills., • Proficiency in Microsoft Office Suite and construction/project management software., • Ability to read and interpret blueprints and construction drawings accurately., • Ability to work under pressure and coordinate multiple activities and groups., • Strong problem-solving and decision-making abilities., • Knowledge of financial and job cost accounting., • Willingness to work in both office and field environments., • Ability to lift 25 pounds and sustain a seated posture for extended periods., • Willingness to work overtime to meet project deadlines.Key Responsibilities:, • Calendar Management: Managing complex schedules, prioritizing appointments, and coordinating meetings with internal and external stakeholders., • Communication Management: Screening calls and emails, responding to inquiries on behalf of the executive, drafting and editing correspondence., • Document Preparation: Creating presentations, reports, memos, and other documents as needed., • Meeting Coordination: Setting up meeting agendas, preparing materials, managing logistics, and taking minutes., • Administrative Tasks: Managing expense reports, ordering office supplies, maintaining contact lists, and filing documents., • Project Support: Assisting with project management tasks, including tracking progress and deadlines., • Confidentiality: Maintaining strict confidentiality regarding sensitive information.Required Skills:, • Excellent Communication Skills: Strong written and verbal communication to interact with various stakeholders effectively., • Organizational Skills: Ability to manage multiple priorities, deadlines, and complex schedules efficiently., • Proficiency in Technology: Expertise in Microsoft Office Suite, calendar management tools, and other relevant software., • Discretion and Confidentiality: Ability to handle sensitive information with utmost discretion., • Attention to Detail: Ensuring accuracy in all tasks and deliverables., • Adaptability: Flexibility to adjust to changing priorities and situations., • Collaboration: Work closely with the project management and construction teams to facilitate smooth communication and workflow., • Technology Proficiency: Utilize Microsoft Office suite and other office tools for efficient document creation and organization., • Training in Procore: Receive training in Procore, our project management software, to enhance proficiency in project documentation and streamline processes., • Learning and Growth: This role offers a great opportunity to learn and grow within the firm, contributing to the success of luxury home construction projects.Qualifications:, • Administrative Experience: Previous experience in an administrative role is required., • Communication Skills: Excellent verbal and written communication skills, with a friendly and professional demeanor., • Organizational Skills: Strong organizational and multitasking abilities, with a keen eye for detail., • Tech-Savvy: Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new office software., • Customer Service: A customer-focused approach with the ability to interact positively with clients and team members., • Adaptability: Ability to adapt to a fast-paced and dynamic work environment., • Confidentiality: Discretion and ability to handle sensitive information with confidentiality.
