Executive Assistant

Description

Hourigan is the go-to fully integrated construction management and development firm when it comes to managing complex projects and delivering them to the highest standards. Our portfolio is filled with many success stories, but we’re most proud of the strong relationships we have built and continue to grow. We’re focused on establishing solid partnerships that are based on collaboration, trust, and respect. Our team approaches each moment with our shared values—lead forward, serve with integrity, and never disappoint—in mind. If you have a collaborative mindset, crave to a make a difference, and want to elevate your career, we have a place for you.  

We have an opening for an experienced and professional individual to serve as our Executive Assistant.  This role will perform general and administrative duties for the Hampton Roads Virginia Business Unit Leader in a fast-paced, energetic environment. This role will produce detailed, accurate work on multiple and varied projects and require a proactive work style. 

Essential Duties and Responsibilities:

• Support the Business Unit Leader with day-to-day administrative duties, including but not limited to internal and external communication, scheduling appointments, managing office events, calendar management, documentation responsibilities, expense reporting, presentation materials, and maintaining company files
• Supporting the Operations Business Unit Leader, including but not limited to day-to-day administrative duties, calendar management, documentation responsibilities, expense reporting. 
• Attend meetings and produce detailed meeting minutes
• Manage and review materials for project pursuits and other presentations. 
• Collect and prepare information for use in meetings and discussions with internal and external stakeholders
• Collect monthly financial reports submitted by project teams
• Schedule and manage office vendors (Shredit, Water/Ice Machines, Coffee Machines, etc.).  
• Assist with management and/or execution of project documentation owner contracts, RFIs, RFPs, etc.)
• Interface and correspond with Owner, A/E, subcontractors, and other team members to build lasting relationships and provide superior customer service
• Ability to handle details of a confidential and critical nature
• Serve as the face of the Hampton Roads office, by greeting guests as needed, answering phone calls, and providing the highest level of customer service. Serve as Office Manager for the office through keeping the office presentable and organized; maintaining the inventory of office supplies, inspecting and maintaining the kitchen; assisting with mailings, greeting guests and other duties as they arise.   
• Tracking internal safety audits and sending out reminders. 
• Maintain Unanet CRM data.
• Update manpower and project information in program software. 
• Participate in the Hourigan Safety and Health Management System (SHMS) by committing to safe work practices, raising concerns, attending and applying safety and health training, and eliminating hazards within your capability and control and the help of safety staff.

Requirements

• 5+ years of demonstrated experience in an administrative support role
• Previous construction industry experience is preferred
• Excellent decision-making skills and solution-oriented 
• A strong service-oriented attitude
• Approach every responsibility and interaction with a high level of integrity, fairness, care, and concern
• Lead forward by seeing challenges as a way to create new possibilities and solutions 
• Consistently deliver beyond expectations to provide exceptional results 
• Detailed and process oriented
• Strong organizational and documentation abilities 
• Strong task prioritization abilities 
• Self-motivated and able to work independently with minimal supervision
• Excellent verbal and written communication skills
• Professional and strong interpersonal skills
• Team-oriented
• Proficient in the use of the following software, and willingness to learn systems proprietary to Hourigan Group

o Microsoft Office Suite (Word, Excel, PowerPoint)

o Microsoft Outlook, SharePoint, OneDrive

o CRM 

o Power BI

• Some travel may be required