Executive Assistant

Location: Birmingham, Alabama

The Executive Assistant provides high-level administrative and operational support to the President & Chief Operating Officer and the Vice President of Business Operations. This position serves as a trusted partner to executive leadership and plays an important role in helping leaders stay organized, prepared, and focused on the priorities of the business.

The ideal candidate is highly organized, proactive, professional, and comfortable operating in a fast-paced environment with competing priorities. This individual must demonstrate sound judgment, discretion, attention to detail, and the ability to anticipate needs and follow through with minimal oversight.

In addition to executive support, this position will assist with leadership meetings, presentations, company events and meetings, and general office needs that contribute to an organized and professional workplace. This role may help with other administrative functions throughout the company from time to time.

PRINCIPAL RESPONSIBILITIES

Executive Support

• Provide high-level administrative support to the President & COO and VP of Business Operations.
• Manage the President & COO's calendar, including scheduling meetings, coordinating appointments, resolving scheduling conflicts, and proactively planning around business priorities.
• Coordinate domestic travel arrangements, including flights, hotels, rental vehicles, itineraries, and other travel logistics.
• Prepare and process expense reports and assist with tracking receipts and business expenses.
• Prepare executives for meetings by organizing agendas, presentations, supporting documents, and other relevant materials.
• Assist with correspondence, documents, reports, and other executive-level communications as needed.
• Handle confidential and sensitive business information with a high degree of discretion and professionalism.
• Anticipate executive needs and proactively address scheduling, administrative, and logistical items.

Meetings & Leadership Support

• Partner with the VP of Business Operations to coordinate leadership meetings, company meetings, and other internal initiatives.
• Schedule meetings and coordinate logistics, including conference rooms, technology, meals, catering, and materials.
• Assist with developing and formatting professional PowerPoint and Canva presentations for leadership meetings, Town Halls, training sessions, and other company initiatives.
• Prepare meeting agendas and supporting materials and assist with capturing and organizing follow-up items when needed.
• Coordinate leadership lunches, dinners, and other business meetings, including reservations, catering, and logistics.
• Help ensure meetings are organized, professional, and well-executed from preparation through follow-up.

Office & Operational Support

• Assist the VP of Business Operations with office-related needs and initiatives that support the day-to-day employee and leadership experience.
• Manage list of associations and organizations the company is involved with
• Partner with Human Resources to help coordinate company events, employee meetings, celebrations, and other internal activities.
• Assist with ordering meals, office supplies, meeting materials, gifts, and other items as needed.
• Serve as a resource for coordinating visitors, vendors, meetings, and other office logistics.
• Help maintain an organized, professional, and welcoming office environment.
• Provide administrative support for special projects and company initiatives as assigned.
• Identify opportunities to improve administrative processes, organization, and efficiency across the office.

Qualifications

• Bachelor’s degree preferred but not required.
• 5 to 10 years of executive administrative, executive assistant, office operations, or similar professional experience; experience supporting senior executives strongly preferred.
• Demonstrated ability to manage complex calendars, travel arrangements, meetings, and competing priorities.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, PowerPoint, and Excel.
• Strong working knowledge of Canva with the ability to create and format polished, professional presentations and materials.
• Experience with Procore or other construction/project management software is a plus.
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to work independently, exercise good judgment, and take ownership of responsibilities from start to finish.
• Ability to manage multiple priorities and adjust quickly as business needs change.
• Experience handling confidential and sensitive information with discretion.
• Professional presence and the ability to communicate effectively with executives, employees, clients, trade partners, and other external contacts.

Technology & Systems

Candidates should be highly proficient and comfortable working across multiple technology platforms, including:

• Microsoft Suite (Outlook, Word, PowerPoint, Excel, Teams)
• Canva
• Other scheduling, expense management, document management, and business software utilized by the company
• Experience in Procore or similar construction/project management platforms preferred

What Success Looks Like

Success in this role means the President & COO and VP of Business Operations are consistently prepared, organized, and able to focus their time on the highest priorities of the business. Meetings are well coordinated, calendars and travel run smoothly, presentations and materials are professional, details are handled proactively, and commitments are followed through to completion.

This individual will become a trusted resource to executive leadership and someone the organization can depend on to bring organization, professionalism, and execution to the many details that keep the business moving.