Executive Assistant

Company: BOWA Construction

Location: Chicago, IL – W.Loop (in-office)

Role Overview

BOWA Construction is seeking a high-energy, detail-oriented Executive Assistant to serve as a critical partner to a few members of upper management. This role is designed for a professional who thrives in a fast-paced environment and excels at providing the high-level administrative leverage necessary to drive our mission forward.

As a primary right hand to management, you will manage complex logistics, coordinate strategic communications, and handle sensitive information with total discretion. You will report directly to the President/ CEO, acting as a force multiplier for the team.

Key Roles & Responsibilities

Executive Support & Strategic Leverage

• Complex Calendar Management: Proactively own and manage executive calendars, balancing competing priorities and scheduling internal/external meetings across various time zones to ensure alignment with strategic goals.
• End-to-End Travel Coordination: Arrange comprehensive travel logistics including flights, lodging, and ground transportation. This includes managing last-minute changes and building detailed itineraries for multi-city or high-stakes engagements.
• Communication Liaison: Screen and prioritize incoming emails and requests, as needed. Draft and prepare correspondence for internal announcements and executive meetings, ensuring urgent matters are addressed immediately.
• Meeting & Event Logistics: Coordinate and manage logistics for events such as membership meetings and client engagements. This includes preparing presentations and facilitating catering or restaurant reservations for high-profile events.
• Research & Preparation: Conduct basic research and handle document preparation for upcoming meetings or speaking engagements to ensure management is fully briefed and prepared.
• Special Projects: Track action items and deadlines across various executive initiatives, acting as a project coordinator to ensure timely follow-up and completion.
• Financial Administration: Prepare and reconcile expense reports, manage executive-related vendor invoices, and track basic budgets for management-led initiatives.

Executive Hospitality

• Guest Relations: Serve as a polished point of contact for external partners and clients, greeting guests with warmth and ensuring they are settled and hosted professionally during their time with leadership.
• Professional Representation: Represent the company and executive team in a positive light through exceptional follow-through, sound judgment, and a "five-star" service mindset.

Requirements & Qualifications

• Proven Experience: Minimum of 2-4 years of experience in an executive support, project coordination, or business administration role, specifically supporting senior-level leadership.\
• Industry Experience: Having worked for a construction management/ general contracting, architecture, or engineering firms is a preferred but not required.
• Mastery of Logistics: Strong ability to manage shifting calendars and complex travel arrangements with a high degree of accuracy.
• Top-Tier Communication: Exceptional written and verbal communication skills; ability to interface with stakeholders, clients, and team members with poise.
• Tech Savvy: High proficiency in Microsoft Office Suite (PowerPoint, Excel, Word), Microsoft 365, Google Workspace, and project management or scheduling software.
• Discretion & Integrity: Demonstrated ability to handle highly sensitive and confidential information with the utmost professional standards.
• In Office: This role requires the candidate to sit in the office full time. The option for hybrid will be discussed in the future.

Core Competencies

• Hyper-Organized: You find peace in order and can track multiple moving parts without letting anything slip through the cracks.
• Proactive Problem Solver: You anticipate challenges—such as travel disruptions or scheduling conflicts—before they happen and take initiative without waiting for instruction.
• Hospitality Mindset: You take pride in creating a welcoming environment and consistently go above and beyond to exceed the expectations of leadership and guests.
• Adaptable: You are comfortable navigating ambiguity and a fast-paced environment that requires both high-level thinking and tactical execution.