Executive Assistant

Executive Assistant

LJC is seeking a highly organized and proactive Executive Assistant to provide administrative and operational support to senior leadership. This role is critical to ensuring the efficiency and effectiveness of executive operations through calendar management, travel coordination, client and business development support, meeting preparation, research, and communication across multiple departments.

The ideal candidate is a detail-oriented professional who thrives in a fast-paced environment, exercises sound judgment, and takes initiative to anticipate needs and solve problems before they arise.

The Specifics of the Role

• Provide administrative support to Principals and Executives, managing multiple calendars, contacts, expense reports, and timesheets.
• Coordinate business travel arrangements including transportation, lodging, dining reservations, and itineraries.
• Organize registrations and logistics for conferences, networking events, sponsorships, and business development activities.
• Maintain and update CRM databases, including client contacts, project pursuits, and prospect information.
• Conduct market, industry, and client research to support business development and marketing initiatives.
• Track project opportunities and support reporting efforts related to business development activities.
• Ensure corporate prequalification documentation remains current and compliant with agency requirements.
• Coordinate with Marketing teams to provide client deliverables, proposal support, and project information.
• Assist with planning and coordination of meetings, company events, and executive functions.
• Manage conference room scheduling and meeting logistics.
• Prepare agendas, meeting materials, minutes, presentations, and executive correspondence.
• Process donation requests, miscellaneous project expenses, and administrative approvals.
• Facilitate communication between departments, offices, and leadership teams.
• Perform office management functions including supply ordering, mail distribution, shipping coordination, and vendor interactions.
• Handle confidential business and personal matters with professionalism and discretion.
• Support special projects and other administrative duties as assigned.

Requirements

• Minimum of 5+ years of experience supporting senior executives, principals, or leadership teams in a professional services, architecture, engineering, construction, or corporate environment.
• Strong proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Office 365.
• Experience utilizing virtual meeting platforms such as Microsoft Teams, Zoom, and Webex.
• Excellent organizational, time management, and prioritization skills.
• Strong attention to detail and commitment to accuracy.
• Experience managing calendars, travel arrangements, expense reports, and executive correspondence.
• Strong written and verbal communication skills with the ability to interact professionally at all organizational levels.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Strong data entry and database management skills.
• Ability to work independently while also collaborating effectively across teams.
• Experience supporting business development, marketing, client relations, or project pursuits is preferred.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Positive attitude, strong work ethic, and a customer-service-oriented mindset.
• Associate's or Bachelor's degree preferred.

Some Things You Should Know

• Our clients and projects are nationwide.
• No other builder can offer the collaborative design-build approach that Clayco does.
• We work on creative, complex, award-winning, high-profile jobs.
• The pace is fast!

Why Clayco?

• 2025 Best Places to Work – St. Louis Business Journal, Los Angeles Business Journal, and Phoenix Business Journal.
• 2025 ENR Midwest – Midwest Contractor (#1).
• 2025 ENR Top 100 Design-Build Firms – Design-Build Contractor (Top 5).
• 2025 ENR Top 100 Green Contractors – Green Contractor (Top 3).
• 2025 ENR Top 25 Data Center Builders – Data Center Contractor (Top 3).

Benefits

• Discretionary Annual Bonus: Subject to company and individual performance.
• Comprehensive Benefits Package Including: Medical, dental and vision plans, 401(k), generous PTO and paid company holidays, employee assistance program, flexible spending accounts, life insurance, disability coverage, learning & development programs and more.

Compensation

• The salary range for this position considers a wide range of factors in making compensation decisions including but not limited to education, qualifications, skills, training, experience, certifications, internal equity, and location. Compensation decisions are dependent on the facts and circumstances of each case.