Wurster Construction embodies excellence and has consistently delivered resilience and quality throughout its 88-year history. We are looking for a dynamic Executive Assistant with strong organizational and strategic capabilities who will contribute to the continued growth and success of our company.
Summary
The Wurster Executive Assistant serves as a vital support to the Executive Leadership team, overseeing office operations, calendar management, meetings, travel arrangements, and corporate events. This position is responsible for consistent delivery and seamless execution of leadership directives while providing prompt assistance to both office and field personnel. The Executive Assistant is responsible for managing the Receptionist. To excel in this role, the individual must demonstrate attention to detail, integrity, and the ability to maintain confidentiality. This position contributes to the efficiency of the company’s business and provides personalized and timely support to team members located at the corporate office. Proficiency in managing complex schedules, adapting to changing priorities, proactively addressing operational needs, and fostering a professional and efficient work environment are essential qualities for success. This role is a full-time, on-site position based in the Castleton area of Indianapolis.
Key Outcomes Expected
Provide comprehensive support to the Executive Leadership team as required, including but not limited to:
- Supervise the Receptionist and arrange alternative coverage, as necessary. Ensure front desk coverage Monday through Friday, 8:00 AM to 5:00 PM.
- Oversee complex scheduling, calendar, and contact management for the Executive Leadership team (primarily the President), as required; assist with email organization; and manage the distribution of information and content flow to executives.
- Prepare meeting agendas, materials, and disseminate relevant information and action items to participants.
- Oversee corporate events, i.e., annual company picnic and holiday parties, with input from the Executive Leadership team.
- Draft, edit, and verify executive communications tailored to internal teams, leadership, strategic planning groups, and external stakeholders, at the direction of the Executive Leadership team.
- Conserve executives’ time by conducting research, cost benefit analysis, reviewing documentation, collecting data, providing options, and performing other analysis as requested.
- Maintain confidentiality and practice discretion when handling sensitive matters.
- Establish and sustain organized filing systems for administrative records, promoting efficient retrieval and recordkeeping.
- Support the development of a structured Wurster SOP database and resource tools in partnership with the COO and various department leaders.
- Responsible for coordinating and submitting the necessary information for affiliate renewals (e.g., CCS, ABC STEP, ABC AQC), delegating to the Receptionist as applicable.
- Assist with documentation and administrative requirements related to the Executive Leadership team’s participation in external boards and community activities.
- Plan and coordinate logistics for board meetings and events, including minute-taking and distribution to relevant parties.
- Anticipate executive needs and deliver solutions that align with organizational priorities proactively.
- Serve as the key contact for IT providers. This includes securing and setting up equipment for new employees (e.g., laptops, phones, tablets) and maintaining the IT equipment log for these items.
- Assist the Executive Leadership team with research on large equipment purchases.
- Coordinate travel needs, including flights, rental cars, hotel accommodations, etc., while ensuring an effective balance between time and cost.
Serve as the primary point of contact for entering required contract details into AIA contract systems, including:
- Prepare detailed pre-bid documents using estimators’ data for inclusion in bid responses.
- Draft precise AIA contracts using guidance from the President and VP of Preconstruction.
- Create AIA change orders as requested by Project Managers and Project Engineers.
Support Marketing and Business Development with various systems, programs, and company events:
- Compile required information for award submissions under the direction of the Marketing Manager.
- Coordinate event attendance and scheduling with VP of Business Development.
- Manage memberships with strategic industry associations where Wurster is a leader, and ensure timely submission of check requests for renewals to accounting.
Support company recruitment and retention efforts in collaboration with the COO:
- Schedule calendar invitations for relevant personnel to participate in performance reviews and preliminary touch-base sessions as requested by the COO.
- Assist with DISC reports and Predictive Index reports as needed.
- Track progress toward goals and schedule follow-up meetings between the COO and employees to evaluate goal achievement.
- Conduct telephone screening interviews and reference checks for prospective candidates as directed by the COO. Document outcomes thoroughly to support the recruitment process.
- Secure required permits for projects in collaboration with the VP of Preconstruction and Project Managers.
Oversee the company’s permitting and inspection processes and programs:
- Ensure project inspection fees are paid in coordination with project teams.
- Communicate inspection status updates to project teams for various inspections.
- Submit completion cards at the conclusion of projects as required.
Provide courteous, professional services to clients and present a positive image of Wurster Construction.
Participate in Wurster Construction programs and training programs as applicable.
Adhere to standards set forth in the Company Employee Manual.
Other tasks as may be directed by the Executive Leadership team.
Critical Skills, Knowledge, and Behaviors
Strong analytical and logical thinking; able to gather and interpret data, spot trends, and draw conclusions.- Excellent organizational skills for multitasking and meeting deadlines.
- Efficient, timely, and proactive in handling responsibilities; needs minimal supervision.
- High attention to detail and accuracy in completing documents.
- Experienced in calendar management, arranging travel (infrequent), and planning corporate functions for executives.
- Maintains confidentiality and handles sensitive information discreetly.
- Works independently and as part of a team.
- Provides high-level service and support to executives.
- Communicates effectively across verbal, written, and interpersonal platforms with diverse groups, both internally and externally.
- Negotiates, influences, and resolves conflicts.
- Proficient with Microsoft 365 Apps (Excel, Outlook, Teams, Word), Internet, Zoom, and can learn job-specific software.
- Holds a valid driver’s license and has reliable transportation.
Experience, education, degrees, and licenses
- A.S. in business, communication, or applicable discipline, prefer B.A./B.S.
- 5 years’ experience in comparable position.
- Notary public or ability to apply for and receive certification.
Physical requirements
- Must be able to work proficiently with computers and other office equipment.
- Work is primarily working with office equipment, sitting for extended periods of time.
- Occasionally lifting up to 20 lbs.
Work environment
Work is performed primarily in an office environment.