Senior Executive Assistant / Personal Assistant

Job ID
Administrative/ Clerical

About Vanir

Vanir Construction Management, Inc. has been exceeding client expectations for 35 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals. We are currently recruiting to fill the following position:

Job Description

Reports directly to the Chairman of the Board. The Senior Executive Assistant provides administrative support to executive- and management-level staff. The Senior Executive Assistant serves as the primary point of contact for internal and external clients on all matters pertaining to the Chairman’s office. The Senior Executive Assistant also serves as a liaison to the Board of Directors and senior management. Among other duties, the Senior Executive Assistant prepares expense reports, drafts correspondence on behalf of the Chairman, works with the Chairman to draft remarks for public speaking events, plans and coordinates events, and special projects as assigned. The ideal individual will have experience working with executive-level management for a company with a minimum of 300 employees. The Senior Executive Assistant will have the ability to independently exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Executive Assistant will have the ability to work independently on projects from conception to completion and to exercise discretion and independent judgment on a regular basis to handle matters of a sensitive and/or confidential nature in furtherance of organizational and client needs.


Essential Duties & Responsibilities:

  • Answers incoming and places outgoing phone calls on behalf of the Chairman
  • Prepares monthly expense reports for the Chairman, including compiling documentation necessary to prepare reports
  • Assists in the preparation of confidential reports. Will regularly be tasked to work on sensitive or proprietary information.
  • Prepares correspondence, meeting minutes, speeches and other materials from rough draft or corrected copy
  • Processes outgoing mail for the Chairman using corporate mail delivery procedures, including FedEx, OnTrac and GSO overnight delivery systems
  • Maintains mailing lists, contact lists, and related databases and coordinates for periodic updates
  • Establishes and maintains office and corporates files
  • Provides general company information or directs inquiries to correct parties
  • Works independently on special projects and events
  • Performs all tasks to ensure the quality of Vanir’s services
  • Performs other duties as required
  • Must be flexible with schedule. Occasional weekends required.

Secondary Duties and Responsibilities

  • Provides back up support for daily management of the Chairman’s calendar
  • Coordinates both domestic and international travel arrangements
  • Arranges in-person and conference call meetings including, but not limited to, interviews, management meetings, Board meetings and client meetings. Assures all AV needs, orders meals, and coordinates all necessary meeting materials.  Will arrange all travel and logistics for employees, clients and others as necessary.
  • Processes incoming mail for the Chairman


  • Bachelor's Degree with emphasis in Business Administration or related discipline or equivalent area of study. 10+ years of experience in business administration or related position or combined internships.
    • Or, Associate's Degree with a preference in business disciplines such as Business Administration or related area. 12+ years of experience in administrative support roles.
    • Or, non-degree holders must possess a high school diploma or GED and 14+ years of experience in administrative support. Incumbent desired to advance his/her education.
  • Industry experience desired, possessing knowledge and application of providing executive-level administrative support to corporate and construction office procedures, applications, and practices
  • Must have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence. Capable use of English grammar, proofreading/editing, and spelling is required.
  • Must have a complete understanding of company policies and procedures
  • Ability to represent Vanir and related entities in a professional manner at all times to ensure company policies and procedures as well as compliance to all applicable laws and regulations
  • Ability to handle confidential matters with discretion
  • Ability to work both independently and as part of a team
  • Must possess time-management skills needed to manage multiple projects with varying deadlines
  • Advanced computer skills and proficiency with Microsoft Office Suite products is required
  • Familiarity with local, state, and national government relations is desired

How to Apply

If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at


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Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.


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