Construction Administrative Assistant

Full-Time, Non-Exempt

Position Overview:

The Construction Administrative Assistant (CAA) is a full-time, non-exempt position operating under the general supervision of the Director of Project Management (PM Director). The CAA will provide comprehensive administrative support to the PM Director, utilizing strong organizational, diplomatic, and computer skills on a wide range of tasks, projects, and initiatives to further Mount Vernon’s historic mission and goals. The ideal candidate will have strong organizational skills, the ability to multitask, and a keen attention to detail.

Compensation:

Starting at $45,000

Expected Hours:

40 hours/week

Essential Duties:

Administrative Support:

• Manage and maintain project documentation, including contract documents, permits, and reports.
• Organize and schedule meetings, appointments, and site visits.
• Prepare and distribute project-related correspondence, including emails, letters, and memos.
• Provides on-site support for events and meetings as needed by the department and the PM Director.
  
  
  

Project Coordination:

• Assist in the preparation of project schedules and timelines.
• Coordinate with subcontractors, suppliers, and vendors to ensure timely delivery of materials and services.
• Monitor project progress and provide updates to the construction team and management.
  
  
  

Financial Administration:

• Assist in the preparation of project budgets and cost estimates.
• Process invoices, purchase orders, and expense reports.
• Track project expenses and assist in financial reporting and analysis.
  
  
  

Compliance and Safety:

• Ensure compliance with company policies, procedures, and safety regulations.
• Maintain up-to-date records of safety inspections and incident reports.
• Assist in the preparation of safety meetings and training sessions.
  
  
  

Communication

• Serve as a point of contact for internal and external stakeholders.
• Handle inquiries and provide information regarding project status and details.
• Maintain positive relationships with design professionals, subcontractors, and team members.
• The successful candidate will be tactful and courteous in dealing with staff at all levels, donors, board members, and VIPs; will work confidentially, sensitively, and diplomatically; will demonstrate cheerful aplomb in all circumstances; and will exercise a high degree of discretion when dealing with confidential or sensitive matters.
  
  
  

General Office Duties:

• Perform general office duties, such as filing, scanning, photocopying, drawings, and project document coordination and distribution.
• Manage office supplies and inventory.
• Assist with other administrative tasks as needed.
  
  
  

Working Conditions:

Office environment with regular visits to construction sites. Ability to lift and carry office supplies and equipment up to 25 lbs.

Qualifications:

• Excellent verbal and written communication skills. Excellent organizational and filing skills. Excellent computer skills, flexibility, reliability, and ability to multi-task required.
• High school diploma or equivalent; associate’s or bachelor’s degree in business administration, construction management, or related field preferred.
• Proven experience as an administrative assistant, preferably in the construction industry. Ability to perform administrative and clerical support functions independently, including knowledge of good grammar, spelling, punctuation, and appropriate formats and style.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with construction management software (e.g., Procore, BluBeam) and AutoDesk AutoCAD or REVIT is a plus.
• Ability to work independently and as part of a team. Attention to detail and problem-solving skills.
• Demonstrated interpersonal and team skills, including discretion, diplomacy and approachability.
• The successful candidate will be tactful and courteous in dealing with staff at all levels, donors, board members, and VIPs; will work confidentially, sensitively, and diplomatically; will demonstrate cheerful aplomb in all circumstances; and will exercise a high degree of discretion when dealing with confidential or sensitive matters.
  
  
  

Benefits:

• 403(b) Retirement plan with employer matching
• Employee recognition at 5 years of service
• Monthly employee events
• Employee referral program
• On-site Library
• Discount on Public Event Tickets
• Discount in the Mount Vernon Shops
• Discount at the Mount Vernon Inn and Food Court Pavilion
• Free parking
• Health, Vision, and Dental insurance
• Short Term Disability, Long Term Disability, and Life Insurance
• Paid leave for Sick Time, Vacation and Holidays
• Flexible spending account for medical care
  
  
  

Mount Vernon is dedicated to creating an inclusive environment for all employees. As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences and perspectives. All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. Mount Vernon will not tolerate discrimination or harassment based on any of these characteristics.