Executive Administrative Assistant

Executive Administrative Assistant
Pinnacle Development Group, Inc. | Morris Plains, NJ | Full-Time, On-Site

About Us

Pinnacle Development Group is a general construction, construction management, and consulting firm headquartered in Morris Plains, New Jersey. Through our divisions, Pinnacle Construction Group and PDG Homes, we deliver residential, mixed-use, commercial, and affordable housing projects across the state. We run on clear systems, good documentation, and people who take ownership of their work.

The Role

We are looking for an organized, proactive Executive Administrative Assistant to support our President & CEO and help lead the day-to-day operation of the office. Beyond managing the calendar and inbox, you will oversee reporting from the field and office staff, keep the team accountable to its objectives, oversee billing and collections, and make sure clients and staff are informed every week. This is a hands-on role for someone who likes structure, anticipates what is needed next, and follows through without being reminded.

What You’ll Do

Executive Support

• Manage the CEO’s calendar, meetings, travel, and daily priorities
• Screen and respond to email and phone inquiries on the CEO’s behalf
• Prepare correspondence, proposals, reports, and meeting materials
• Handle confidential information with discretion

Field and Project Reporting

• Review and track daily reports of work completed at jobsites in Procore
• Follow up with superintendents and project managers on missing, late, or incomplete reports
• Monitor RFIs, submittals, change orders, and punch lists for open items and approaching deadlines
• Compile jobsite photos, progress notes, and site observations into organized project records
• Maintain project schedules, meeting minutes, and action item logs

Office Staff Management and Accountability

• Manage and review reports submitted by office staff
• Track staff progress against weekly and monthly objectives and flag issues early
• Hold regular check-ins with team members on priorities, deadlines, and open tasks
• Assign, track, and close out tasks in Asana so nothing falls through the cracks
• Help maintain and enforce office SOPs, document control standards, and filing systems

Client and Staff Communication

• Prepare weekly progress updates for clients covering work completed, upcoming activities, and open items
• Prepare weekly internal updates for staff and leadership summarizing project status and team performance
• Coordinate with subcontractors, vendors, lenders, inspectors, and public agencies
• Schedule and prepare agendas for owner, OAC, and internal staff meetings

Accounts Payable and Billing Oversight

• Oversee accounts payable and receivable processes handled by office staff
• Ensure invoices, payment applications, and change order billings go out accurately and on time
• Track outstanding receivables and make sure staff follow up promptly on money due
• Monitor aging reports and escalate past-due accounts to leadership
• Confirm vendor and subcontractor invoices are reviewed, coded, and approved before payment
• Verify lien waivers and required backup are collected with each payment
• Report weekly on billing status, collections, and open payables

Administration and Compliance

• Support compliance tracking for insurance certificates, licenses, permits, and lien waivers
• Assist with onboarding paperwork, vendor setup, and administrative recordkeeping
• Take on special projects as the business grows

What We’re Looking For

• Bachelor’s degree required
• 3+ years supporting a senior executive, ideally in construction, real estate, or a related field
• Experience with Procore strongly preferred; experience with Asana or similar task management tools a plus
• Working knowledge of accounts payable, billing, and collections; experience with QuickBooks or construction accounting software a plus
• Strong command of Microsoft 365 (Outlook, Word, Excel)
• Excellent written and verbal communication, including professional client-facing reports
• Comfortable holding coworkers accountable with tact and consistency
• Highly organized, detail-oriented, and able to manage competing priorities
• Sound judgment and the ability to work independently
• Familiarity with construction documents, permitting, or affordable housing programs is a plus

Compensation and Benefits

• $20 to $30 per hour, based on experience
• Health insurance and 401(k) after eligibility period
• Paid time off and paid holidays
• A growing company with room to advance

Pay: $20.00 - $30.00 per hour

Expected hours: 40.0 per week

People with a criminal record are encouraged to apply

Work Location: In person