Executive Assistant

Executive Assistant

Sea View Builders, a high-end residential construction company based in Osterville, Massachusetts, is seeking a highly organized and proactive Executive Assistant to work directly with the Founder/President.

This role is heavily focused on organization, note-taking, communication, scheduling and follow-through. The Executive Assistant will help keep the Founder’s priorities organized, capture and track action items, coordinate with employees and outside contacts, and make sure important tasks and commitments do not fall through the cracks.

The right person will be detail-oriented, responsive, comfortable with technology and able to work effectively in a fast-moving environment where priorities can change throughout the day.

Key Responsibilities

• Take detailed notes during meetings, calls and conversations and organize resulting action items
• Maintain the Founder’s running task lists, priorities, reminders and follow-ups
• Help organize the Founder’s email and identify messages that require action or follow-up
• Draft emails and other communications for the Founder to review and send
• Make sure important information from emails, meetings and conversations is captured in the appropriate company systems
• Help maintain and organize Monday.com, Buildertrend and other internal tracking systems
• Coordinate the Founder’s calendar, meetings, appointments and scheduling
• Help prepare the Founder for meetings by organizing agendas, notes, documents and outstanding items
• Follow up with employees, clients, architects, subcontractors, vendors and other contacts as needed
• Track commitments and deadlines and provide timely reminders
• Help coordinate communication between the Founder and key employees
• Maintain an understanding of key company priorities, projects and upcoming deadlines
• Organize documents, files and information so they are easy to locate and reference
• Assist with recruiting coordination, candidate scheduling and other administrative projects as needed
• Help coordinate company meetings, dinners and occasional business events
• Greet clients, candidates, subcontractors and other visitors to the Osterville office
• Assist with general office organization and administrative needs
• Use AI and other technology to improve organization, communication and efficiency
• Identify opportunities to simplify administrative processes and improve follow-through across the business
• Handle confidential company and employee information with discretion

Qualifications

• Prior experience as an Executive Assistant, Administrative Assistant, Office Manager or similar support role preferred
• Exceptional organization and attention to detail
• Strong note-taking and written communication skills
• Excellent follow-through and ability to keep track of multiple open items at once
• Comfortable proactively reminding others about deadlines, commitments and outstanding tasks
• Strong judgment and ability to prioritize changing demands
• Professional and comfortable communicating with employees, clients and outside partners
• Comfortable learning and using new technology
• Proficiency with email, calendars, Microsoft Office and shared document systems
• Experience with Monday.com, Buildertrend, CRM systems or AI tools is a plus
• Ability to work independently and take initiative
• High level of discretion and professionalism
• Ability to work full-time, in person in Osterville, Massachusetts

Schedule

This is a full-time, in-person position based in Osterville. The standard schedule is approximately Monday through Friday, 9:00 a.m. to 5:00 p.m., with some flexibility occasionally required based on business needs.

Compensation

We are willing to pay above the going market rate for the right fit.

About Sea View Builders

Sea View Builders is a high-end residential builder based in Osterville, Massachusetts. Our work ranges from historically sensitive renovations to architect-driven new homes and waterfront estates throughout Cape Cod.

We are a close-knit, entrepreneurial team that values organization, accountability, communication and attention to detail. This role is an opportunity to work closely with company leadership and become an important part of the day-to-day operation of the business.

Job Type: Full-time

Pay: $60,000.00 - $120,000.00 per year

Application Question(s):

• How many years of experience do you have supporting an executive, business owner, or senior leader?
• Are you able to work full-time, in person in Osterville, MA?
• Briefly describe how you keep track of notes, follow-ups, reminders, and multiple changing priorities.

Work Location: In person