Administrative Assistant - Planning and Scheduling Dept.

Executive Administrative Assistant – Planning & Scheduling
Department: Planning & Scheduling
Reports To: Director of Planning & Scheduling

Position Summary

The Executive Administrative Assistant provides high-level administrative, organizational, and operational support to the Director of Planning & Scheduling. This position is responsible for coordinating departmental activities, managing communications, supporting recruitment and onboarding processes, assisting with budget and accounting administration, and facilitating efficient daily operations.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment. This position requires strong communication skills, professionalism, discretion, and the ability to coordinate effectively with department leadership, employees, and corporate support teams.

Essential Duties and Responsibilities

Executive & Administrative Support

• Provide administrative support to the Director of Planning & Scheduling, including calendar management, meeting coordination, correspondence, and travel arrangements.

• Manage competing priorities, anticipate administrative needs, and ensure timely follow-up on departmental commitments and action items.

• Prepare, edit, format, and distribute correspondence, presentations, reports, meeting agendas, and other business documents.

• Coordinate departmental meetings, including scheduling, preparing materials, documenting action items, and communicating follow-up requirements.

• Maintain departmental calendars, contact lists, organizational records, and administrative tracking tools.

• Handle confidential business, employee, and financial information with professionalism and discretion.

Departmental Recruitment & Personnel Coordination

• Provide administrative recruitment support for departmental staffing needs in coordination with Human Resources and Talent Acquisition.

• Coordinate interview scheduling, candidate communications, and related recruitment logistics.

• Assist with tracking open positions, candidate progress, hiring requests, and departmental staffing updates.

• Coordinate new-hire onboarding activities, including orientation schedules, equipment requests, system access, and departmental introductions.

• Maintain departmental employee information, staffing rosters, and organizational records.

• Assist with coordinating employee training, professional development activities, and other personnel-related administrative requirements.

• Serve as a liaison between department leadership and Human Resources regarding administrative recruitment and personnel matters.

Budget, Accounting & Expense Administration

• Provide administrative support for departmental budgets, expense tracking, and routine accounting activities.

• Assist with processing invoices, purchase requests, expense reports, and other departmental financial documentation.

• Maintain accurate records of departmental expenditures, purchases, and budget-related information.

• Coordinate with Accounting and other corporate departments to resolve routine billing, payment, and documentation inquiries.

• Assist with compiling financial information and preparing basic expense summaries or reports for departmental leadership.

• Support departmental purchasing, vendor coordination, and administrative expense management as needed.

Departmental Coordination & Reporting

• Assist with collecting, compiling, organizing, and distributing departmental reports and operational information.

• Maintain trackers, action item logs, reporting calendars, and other administrative tools to monitor deadlines and deliverables.

• Coordinate requests for information between the Planning & Scheduling department, project teams, and corporate departments.

• Assist in preparing presentations, spreadsheets, and summary reports for departmental and management meetings.

• Track outstanding requests and follow up with appropriate personnel to facilitate timely completion.

• Support departmental initiatives and special projects as assigned.

Document Management & Communication

• Establish and maintain organized electronic filing systems for departmental documents, correspondence, reports, and records.

• Maintain standard departmental templates, forms, and administrative procedures.

• Draft and distribute departmental announcements, reminders, and other internal communications.

• Facilitate communication between department leadership, employees, project teams, and corporate support functions.

• Identify opportunities to improve administrative processes, organization, and departmental efficiency.

Qualifications

Education & Experience

• High school diploma or equivalent.

• Minimum of 3–5 years of administrative or executive support experience preferred.

• Experience supporting department leadership and coordinating multiple administrative functions preferred.

• Experience with recruitment coordination, expense tracking, invoicing, or basic accounting administration preferred.

• Previous experience in construction or a related industry is beneficial but not required.

Knowledge, Skills & Abilities

• Proficiency in Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.

• Excellent written and verbal communication skills.

• Ability to prepare accurate correspondence, reports, spreadsheets, and presentations.

• Strong attention to detail and commitment to maintaining accurate records.

• Ability to handle confidential and sensitive information appropriately.

• Basic understanding of administrative financial processes, including expense tracking, invoice processing, and recordkeeping.

• Ability to coordinate recruitment activities, interviews, and onboarding logistics.

• Strong interpersonal skills and ability to work effectively with employees at all organizational levels.

• Ability to exercise sound judgment, work independently, and take initiative.

• Adaptability and willingness to learn new systems, processes, and administrative responsibilities.

Core Competencies

• Organization & Planning: Effectively coordinates schedules, priorities, resources, and administrative activities.

• Effective Communication: Communicates clearly and professionally with leadership, employees, candidates, and internal stakeholders.

• Attention to Detail: Maintains accuracy and completeness in documentation, financial records, and administrative processes.

• Accountability: Takes ownership of responsibilities and consistently follows through on commitments.

• Digital Literacy: Uses business applications and technology to organize information and improve efficiency.

• Collaboration: Establishes productive working relationships across departments and teams.

• Adaptability: Responds effectively to changing priorities and departmental needs.

Physical Requirements & Work Environment

• Primarily office-based, with prolonged periods of sitting and computer use.

• Must be able to communicate effectively in person, by telephone, and through electronic platforms.

Additional Information

This job description describes the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on business needs.

Yates Construction provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal and state law requirements.

Yates complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.