Position Overview: The Executive Assistant to Preconstruction will play a crucial role in supporting the Sales, Design and Contract Management teams, managing schedules, ensuring accurate entry and management of Salesforce data, facilitating communication across departments, and assisting with internal project management. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. 

Key Responsibilities: 

• Scheduling and Calendar Management: 

• • Coordinate and manage the Director’s calendar, scheduling meetings, appointments, and travel arrangements.
  • Organize and prioritize incoming requests to ensure the Director's time is used effectively. 

• Salesforce Data Management: 

• • Maintain and update Salesforce records, ensuring data accuracy and integrity.
  • Help to monitor the project health and pace of communications to alert the team when opportunities may fall through the cracks, and in this way, enabling our department to more successfully scale the volume of work to meet the increasing appetite of the company. 

• Communication Facilitation: 

• • Serve as a liaison between the Director of Preconstruction, Sales and Design and Contract Management team leads, and other departments.
  • Ensure clear and timely communication of project updates, deadlines, and requirements. 

• Internal Project Management Support: 

• • Assist in the onboarding of new clients, ensuring a seamless transition and setup process.
  • Work with marketing and sales to facilitate the organization of sales and design collateral, ensuring all materials are up-to-date, organized and readily available.
  • Organize training materials and coordinate training sessions for staff, ensuring all team members are equipped with the necessary resources and knowledge. 

• Client-Facing Logistical Conversations: 

• • Engage with clients to discuss project logistics, schedules, and other pertinent details.
  • Address client inquiries and concerns promptly and professionally. 

• Administrative Tasks: 

• • Prepare meeting agendas, take minutes, and follow up on action items.
  • Handle correspondence, document management, and other administrative duties as required.
  • Support the Director of Preconstruction in daily operations and special projects. 

Qualifications: 

• Education and Experience: 

• • Bachelor’s degree in Business Administration, Project Management, or related field preferred.
  • Minimum of 7 years of experience as an executive assistant or in a similar role, preferably in the construction, architecture, or real estate industry. 

• Skills and Competencies: 

• • Proficiency in Salesforce or similar CRM systems.
  • Excellent organizational and time management skills.
  • Strong written and verbal communication abilities.
  • Detail-oriented with a high level of accuracy.
  • Ability to multitask and prioritize effectively in a fast-paced environment.
  • Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

Compensation & Benefits  

Compensation and exact title for this position will be based on skill level and experience. This is a salaried position, not commission based. All candidates should have legal work status in the United States. Bensonwood is an equal opportunity employer. Benefits include:  

• Health Insurance  
• 8 Paid Holidays  
• Paid Time Off  
• Voluntary Life Insurance  
• Voluntary Dental insurance  
• Voluntary Short-term Disability  
• 401(K)  
• Profit Sharing