Executive Assistant to the President & Co-Owner
About Gores Construction
Gores Construction is a family-owned construction company specializing in occupied multifamily, condominium, and HOA renovation projects throughout the Pacific Northwest. Since 1998, we have built our reputation on quality workmanship, exceptional client service, and long-term relationships with the communities we serve.
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our President & Co-Owner. This is a high-impact role for someone who thrives in a fast-paced environment and enjoys serving as a trusted right-hand partner to executive leadership.
Position Summary
The Executive Assistant provides comprehensive administrative, operational, and strategic support to the President & Co-Owner of Gores Construction.
This position serves as an extension of the President, helping manage priorities, communications, schedules, relationships, and key business initiatives. The Executive Assistant plays a critical role in maximizing executive effectiveness by ensuring daily operations, strategic objectives, and high-priority commitments are organized, communicated, and executed efficiently.
The ideal candidate is a proactive problem solver with exceptional organizational skills, strong business judgment, outstanding communication abilities, and the ability to anticipate needs before they arise. This individual must maintain the highest level of professionalism, confidentiality, and discretion while representing the President and the Company.
Essential Duties and Responsibilities
Executive Support & Calendar Management
- Provide direct support to the President & Co-Owner in all aspects of daily business operations.
- Manage and maintain complex calendars, appointments, meetings and scheduling priorities.
- Exercise sound judgment when evaluating requests and committing executive time.
- Anticipate scheduling conflicts and proactively identify solutions.
- Coordinate internal meetings with leadership, project managers, production teams, and office staff.
- Coordinate external meetings with clients, HOA boards, consultants, architects, engineers, subcontractors, vendors, and industry partners.
- Schedule and coordinate personal appointments, travel, reservations, and administrative matters as requested.
Executive Communication & Inbox Management
- Manage and prioritize the President's email inbox.
- Draft, review, and send professional correspondence on behalf of the President.
- Screen incoming communications and determine appropriate delegation, response, or escalation.
- Ensure timely follow-up on action items, requests, and commitments.
- Maintain awareness of critical business matters and ensure urgent issues receive prompt attention.
- Serve as a gatekeeper for the President's time while maintaining accessibility to key stakeholders.
Meeting Coordination & Accountability
- Organize, schedule, and prepare materials for meetings.
- Develop agendas and compile supporting documentation.
- Attend meetings as requested and prepare detailed meeting notes and action items.
- Track commitments, assignments, and deadlines resulting from meetings.
- Follow up with team members to ensure completion of assigned tasks.
- Maintain accountability logs and status reports for leadership review.
Business Operations & Strategic Support
- Assist with planning, tracking, and implementation of company initiatives and strategic projects.
- Coordinate special projects on behalf of ownership.
- Conduct research and prepare summaries to support executive decision-making.
- Maintain project trackers, and priority lists.
- Assist with implementation and follow-through of operational improvements and company objectives.
- Support business development initiatives and relationship management efforts.
Client, Vendor & Industry Relationship Management
- Serve as a professional point of contact for clients, HOA managers, consultants, vendors, subcontractors, and business partners.
- Coordinate client meetings, lunches, networking events, conferences, golf tournaments, and industry functions.
- Manage relationship follow-up lists and communication tracking.
- Support client appreciation efforts and business development activities.
- Help maintain strong relationships that contribute to long-term company growth.
Bidding & Proposal Coordination
- Assist with project bidding and proposal activities managed by the President.
- Maintain calendars for bid walks, proposal deadlines, question due dates, and submission requirements.
- Coordinate communications with owners, consultants, and project representatives regarding proposal requirements.
- Follow up with subcontractors and vendors regarding pricing and proposal information.
- Assist in preparing, assembling, reviewing, and submitting proposal packages.
- Verify proposal information for completeness and accuracy.
- Maintain proposal logs and organized records of all bid-related documentation.
Administrative & Organizational Support
- Maintain confidential and sensitive company, employee, and client information.
- Organize and maintain executive files, records, and documentation.
- Process expense reports, reimbursements, and administrative paperwork.
- Coordinate document routing and electronic signature processes.
- Maintain document retention and filing systems.
- Assist with special projects and administrative support for leadership as needed.
- Perform additional duties as assigned.
Personal Administrative Assistance
- Coordinate personal appointments, travel arrangements, reservations, and scheduling needs.
- Assist with personal correspondence and administrative matters.
- Manage personal reminders, deadlines, and commitments.
- Support personal tasks that allow the President to remain focused on business priorities.
- Coordinate and assist with Non Profit board member activities and deliverables.
Qualifications
Required
- Minimum of 5 years of experience supporting executives, business owners, or senior leadership teams.
- Exceptional verbal and written communication skills.
- Outstanding organizational skills and attention to detail.
- Strong time management and project coordination abilities.
- Ability to manage multiple priorities simultaneously.
- Ability to exercise discretion and maintain strict confidentiality.
- Strong critical thinking and problem-solving skills.
- Proven ability to work independently and proactively.
- Professional demeanor with excellent interpersonal skills.
- High level of accountability and follow-through.
- Advanced proficiency in Microsoft Office Suite, Outlook, Teams, Excel, Word, and PowerPoint.
Preferred
- Construction industry experience.
- Experience supporting company owners, presidents, or executive leadership.
- Experience with proposal coordination, project administration, or business development support.
- Experience with Procore, SharePoint, Adobe Acrobat, DocuSign, and other business software platforms.
Core Competencies
- Executive presence and professionalism
- Confidentiality and discretion
- Initiative and proactive thinking
- Organization and planning
- Attention to detail
- Relationship management
- Communication and diplomacy
- Accountability and follow-through
- Adaptability and flexibility
- Critical thinking and problem-solving
- Ability to anticipate executive needs
Work Environment
This position is primarily office-based and requires regular interaction with employees, clients, consultants, vendors, and industry partners. Occasional attendance at project sites, networking events, client functions, industry events, company-sponsored activities, and evening business functions may be required.
Benefits
Gores Construction offers a competitive compensation package, including:
- Medical, dental, and vision insurance
- Paid Time Off (PTO)
- Paid holidays
- 401(k) with company match
- A collaborative and family-oriented work environment
Reporting Relationship
Reports directly to the President & Co-Owner.
Pay: $28.00 - $34.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Executive administrative support: 5 years (Required)
- Office 365: 4 years (Required)
- Construction administrative: 3 years (Preferred)
Work Location: In person
