Executive Assistant (Construction) Job at Teams Squared in Chicago

Executive Assistant

This is a remote position.

We're seeking an experienced Executive Assistant to support a high-performing executive team in the construction industry. You will play a critical role in ensuring the leadership team runs efficiently, managing everything from scheduling and project tracking to vendor coordination and client-facing communication. This position is ideal for someone who thrives in a fast-paced, dynamic industry and has prior experience supporting C-level executives or leadership teamsideally in construction, real estate development, or a related field.

Key Responsibilities:

• Calendar management, meeting coordination, and travel planning for company executives
• Prepare presentations, reports, and meeting minutes
• Track action items and ensure deadlines are met
• Coordinate with internal departments and external stakeholders (including vendors, subcontractors, and clients)
• Assist in project documentation and compliance paperwork
• Manage inboxes and draft correspondence
• Conduct basic research and compile summaries for decision-making
• Support HR, finance, and ops with administrative tasks as needed

Requirements:

• Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role
• Familiarity with the construction industry or working with contractors, subcontractors, or project managers
• Strong understanding of Australian business etiquette and communication styles
• Comfortable working with teams across time zones, particularly AEST
• Experience managing multiple stakeholders and fast-moving schedules
• Tech-savvy, with a working knowledge of platforms like Google Workspace, Microsoft Office, Slack, Zoom, and project tools like Asana or Monday.com
• Outstanding written and verbal communication skills
• Highly organized with excellent time-management abilities
• Ability to handle sensitive information with discretion
• Proactive and resourceful, with strong problem-solving skills
• Prior experience supporting construction executives or project teams
• Knowledge of construction terminology and documentation (e.g., RFIs, POs, site reports)
• Previous experience working remotely for Australian or international clients
• Bachelor's degree in Business Administration, Communications, or related field (preferred but not required)

Benefits:

• Competitive hourly rate
• Fully remote, flexible work schedule
• Work with high-growth, international companies
• Opportunity to work long-term with clients
• Ongoing support from the Teams Squared management team
• Access to a global talent community

At Teams Squared, we're committed to building strong, diverse teams for some of the most exciting companies in the world. We match world-class talent with world-class companiesand make the process seamless for everyone involved.

If you're passionate, resourceful, and love enabling leaders to do their best workthis role is for you.

Note: Only candidates who make it to our shortlist will be contacted for further discussions.