Executive Assistant, Operations

EXECUTIVE ASSISTANT, OPERATIONS

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Reports to: VP/Project Executive \& Internal Operations Manager

FSLA: Exempt

Objective: Provide high\-level administrative and coordination support to the Project Executive and Internal Operations Manager. This role ensures priorities, communication, onboarding, internal processes, and special projects are organized, tracked, and executed efficiently. The role also leverages technology and emerging tools to improve workflows and enable leadership to stay focused on strategic work.

RESPONSIBILITIES

Executive Support:

• Manage and prioritize dynamic executive calendars across multiple stakeholders
• Coordinate meetings, calls, and events; proactively resolve scheduling conflicts
• Screen, organize, and respond to emails as appropriate
• Draft, edit, and manage professional communications on behalf of leadership
• Coordinate communication with internal teams, clients, and partners

Onboarding \& Training Coordination:

• Coordinate onboarding for Project Managers and Superintendents, including role\-specific training
• Organize group onboarding sessions to improve efficiency and consistency
• Track training completion and maintain accurate records within the company’s HRMS
• Ensure consistency and compliance in how training data is recorded and maintained
• Identify ongoing training needs and coordinate participation for existing PM staff
• Support continuous improvement of onboarding and training programs

PM Meeting \& Team Coordination

• Lead planning and coordination of Project Manager meetings (scheduling, logistics, materials, catering)
• Partner with leadership to develop agendas
• Capture meeting minutes, action items, and follow\-ups
• Track action items and ensure visibility and accountability

Operational \& Administrative Support

• Manage and maintain SOP and template libraries, ensuring documents remain current and accessible
• Coordinate updates across departments as processes evolve
• Upload and manage content within internal systems (e.g., Training Center, Procore)
• Create and format training materials, templates, and presentations; coordinate with marketing as needed to ensure alignment with brand standards
• If Identified, report opportunities to improve processes and workflows through better use of technology and tools

Data \& Systems Support

• Assist with database updates (projects, trade partners, lessons learned)
• Support data entry and process improvements tied to ERP and system improvements
• Help improve data accuracy, organization, and connectivity across platforms

Skills

• Highly organized with the ability to manage multiple priorities and deadlines in a fast\-paced environment
• Interest in leveraging emerging tools (including AI) to improve efficiency, organization, and workflows
• Strong written and verbal communication skills
• Ability to manage complex calendars and coordinate across multiple stakeholders
• Strong attention to detail with excellent follow\-through
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience with Procore, Bluebeam, or similar platforms preferred
• Strong comfort with technology and ability to quickly learn new systems and tools

Personal Attributes:

• Demonstrates a strong work ethic and professionalism
• Upholds and models Windover’s values
• Proactive and solutions\-oriented; anticipates needs and follows through
• Strong problem solver, using logic and reasoning to evaluate options and drive outcomes
• Excellent time management skills for self and others
• Active listener who seeks to understand, asks thoughtful questions, and communicates effectively
• Service\-oriented with a consistent focus on supporting others
• Collaborative, dependable, and team\-focused
• Curious and adaptable, with a willingness to learn and apply new information
• Strong comfort with technology and ability to quickly learn new systems and tools
• Comfortable with technology and open to leveraging new tools (including AI) to improve efficiency
• Takes initiative to continuously improve processes and ways of working

Qualifications:

• 3–5 years of experience in administrative, executive support, or coordination roles
• Experience supporting multiple stakeholders or senior leaders preferred
• Experience in construction, project management, or operations environments a plus
• Strong organizational and coordination experience across teams or departments

WORK ENVIRONMENT, PHYSICAL AND MENTAL DEMANDS

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Work Environment, Physical Demands, and Mental Demands:

The work environment, physical demands, and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Physical Demands while performing the duties of this job:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee may lift heavy objects no heavier than 50 lbs. without assistance, walks and stands for long periods of time and performs strenuous physical labor under adverse field conditions. The employee lifts, pushes, pulls or carries objects; and uses abdominal and lower back muscles to provide support over time without fatigue.

The position requires:

• Good manual dexterity (hand, hand with arm, two hands) and multi\-limb coordination
• The ability to quickly move arms and legs
• Talking and hearing, both in person and by telephone

Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. The employee must have excellent stamina.

Mental Demands while performing the duties of this job:

Regularly required to use written and oral communication skills; read and interpret data, information and documents; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; and work under intensive deadlines with frequent interruptions.

Nothing in this Job Description restricts Windover’s right to assign or reassign duties and responsibilities to this position at any time. This position is at will, which means that either the employee or Windover may terminate the employment relationship at any time, with or without notice and for any reason or no reason.

About Windover Construction:

A global leader in construction management and innovation, Windover creates state\-of\-the\-art commercial and institutional spaces, urban multi\-family communities, and sophisticated custom homes. As a 100% employee\-owned firm, Windover is dedicated to the core purpose of building great things with great people, and its team of skilled professionals possesses a deep understanding of the construction process. Windover collaborates with clients and partners to provide a positive experience from inception to completion and has been recognized for its exceptional work with numerous industry awards. The firm is headquartered in Beverly, Massachusetts. For information on Windover, visit the company website at www.windover.com. For inquiries about job opportunities at Windover, please contact Kelsie Thomson at kthomson@windover.com