Executive Administrative Assistant

Position Summary

The Executive Administrative Assistant to the President provides high-level administrative, organizational, and operational support to the President and executive team. This position requires a highly organized, detail-oriented professional who can manage confidential information, coordinate competing priorities, prepare professional correspondence and documentation, and serve as a key liaison between the President, customers, employees, vendors, and other business partners.

The ideal candidate will have experience in the construction industry, with a strong understanding of preparing, assembling, reviewing, and coordinating sales bids and related documentation. This role requires excellent judgment, strong follow-through, and the ability to work independently in a fast-paced environment.

Essential Responsibilities

Executive Administrative Support

• Provide comprehensive administrative support to the President, including managing calendars, meetings, appointments, correspondence, and follow-up items.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive-level materials.
• Coordinate internal and external meetings, including scheduling, meeting preparation, and follow-up.
• Track action items and ensure timely follow-up on commitments and deadlines.
• Maintain organized electronic and physical files, records, and confidential documents.
• Handle sensitive and confidential business and personnel information with discretion.
• Assist with travel arrangements, itineraries, and expense reporting as needed.
• Serve as a professional point of contact for internal and external parties interacting with the President.

Construction Sales & Bid Administration

• Assist with the preparation and assembly of sales bids for construction projects, including new equipment, modernization, service, and/or other construction-related work.
• Compile contract packages using proposals, scopes of work, pricing, customer requirements, terms and conditions, drawings, specifications, schedules, and other supporting documentation.
• Review bid documents for completeness, accuracy, consistency, and required signatures prior to execution.
• Coordinate with Sales, Project Management, Estimating, Finance, and other departments to obtain information and approvals required for bid and contract completion.
• Maintain organized records of executed contracts, amendments, change orders, purchase orders, and related documentation.
• Track contract status, outstanding signatures, approvals, and other required documentation.
• Assist with identifying discrepancies or missing information and coordinate resolution with the appropriate team members.
• Ensure bid and contract documentation is assembled and presented in a professional and consistent manner.
• Support the President and sales leadership with contract-related administrative tasks and special projects.
• Maintain awareness of construction industry terminology, contract processes, and customer requirements.

Communication & Coordination

• Draft and edit professional correspondence, emails, presentations, and other communications on behalf of the President.
• Coordinate communication between the President and customers, contractors, vendors, employees, and business partners.
• Follow up with internal departments and external parties to ensure information and deliverables are received timely.
• Represent the President and TEI Group professionally and appropriately in all communications.

Special Projects & Business Support

• Assist the President with special projects, research, presentations, and business initiatives.
• Prepare reports and gather information to support executive decision-making.
• Assist with executive-level events, meetings, customer visits, and company functions.
• Provide administrative support for strategic initiatives and other projects as assigned.
• Identify opportunities to improve administrative processes, organization, and efficiency.

Qualifications

• 3+ years of experience in an executive administrative, executive assistant, sales administration, contract administration, or similar role.
• Construction industry experience strongly preferred.
• Demonstrated experience assembling and coordinating construction sales bids and contracts or similar project-related contract packages.
• Strong understanding of construction documentation, proposals, scopes of work, pricing, purchase orders, and contract processes.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong judgment and ability to handle confidential information appropriately.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating effectively with multiple departments and levels of management.
• Professional demeanor and strong interpersonal skills.
• Ability to anticipate needs, take initiative, and follow through without constant direction.

Preferred Qualifications

• Experience supporting a President, CEO, or senior executive in a construction or related industry.
• Experience with construction sales, estimating, project management, or contract administration.
• Familiarity with construction contract terminology and documentation.
• Experience working with CRM, ERP, document management, or contract management systems.
• Associate's or bachelor's degree in business administration, construction management, or a related field preferred.

Key Competencies

• Executive Presence & Professionalism
• Organization & Attention to Detail
• Confidentiality & Discretion
• Construction Bid & Contract Administration
• Written & Verbal Communication
• Time Management & Prioritization
• Problem Solving & Judgment
• Follow-Through & Accountability
• Relationship Management
• Initiative & Adaptability

Physical & Work Requirements

• Primarily office-based work with extended periods of computer use.
• Ability to attend meetings and company/customer events as required.
• Occasional travel may be required.
• Ability to work outside of normal business hours when necessary to support executive priorities.

Equal Employment Opportunity

TEI Group is an equal opportunity employer. We are committed to providing a workplace free from unlawful discrimination and harassment and to making employment decisions based on qualifications, performance, and business needs.