Executive Assistant - Chicago - BIG Construction

Description

How We Build at BIG

BIG Construction is a construction management firm specializing in the interior built environment. Founded and led by millennials, we prioritize right-fit solutions over legacy processes and leverage a high-value network to deliver exceptional results.

Guided by our core values—Drive, Trust, Ideas, and Build—we're committed to building meaningful relationships by understanding and addressing the needs of all stakeholders.

Our proven process—Ask, Listen & Learn. Align. Budget. Contract. Execute. Retain.—ensures every project is approached with curiosity, collaboration, and precision.

At our core, our brand promise remains simple:

We will ask. We will listen. We will learn. We will deliver.

The Opportunity Ahead

BIG Construction is looking for an Executive Assistant to support our Founder & CEO, President, and Vice Presidents. This role supports how our leadership team operates day-to-day, helping keep priorities organized, meetings well prepared, and communication clear.

The right person for this role has experience supporting senior leaders, understands how to manage multiple priorities, and knows how to work with discretion and good judgment. You should be comfortable taking ownership, thinking ahead, and handling a wide range of responsibilities.

This role will work closely with the Office Manager to ensure smooth office operations and alignment with leadership priorities. This is a hands-on role for someone who enjoys staying organized, taking ownership, and helping leaders operate effectively. Over time, this role is expected to take on broader responsibility supporting leadership priorities, coordination, and follow-through across the organization.

Who Thrives in This Role

This role is a strong fit for someone who is organized, reliable, and comfortable supporting senior leaders. You enjoy managing details, staying ahead of priorities, and being trusted to handle important work behind the scenes. You use good judgment, communicate clearly, and take ownership of your responsibilities. You're comfortable working close to leadership discussions and helping turn priorities into action. You anticipate needs, think a step ahead, and bring solutions, not just completed tasks.

Where You'll Make Your Mark

Executive Support & Strategic Coordination

• Coordinate priorities, information flow, and scheduling alignment across the C-Suite to ensure executives remain informed, prepared, and synchronized.
• Proactively assess and prioritize requests, manage executive communications, and optimize leaders' time to support strategic focus.
• Manage complex executive calendars for the Founder & CEO, President, and Vice Presidents, including scheduling, conflict resolution, and alignment with business priorities.
• Build and maintain strong working relationships with internal stakeholders, board members, and external partners on behalf of leadership.

Meetings, Communications & Decision Support

• Coordinate logistics for executive meetings, leadership sessions, advisory board meetings, retreats, and company-wide events, including materials, room setup, catering, and access.
• Assist with research, preparation of briefing documents, presentations, and compilation of information to support executive decision-making.
• Draft and edit executive-level communications—including emails, letters of recommendation and announcements—ensuring clarity, professionalism, and alignment with leadership voice.
• Manage sensitive information, confidential documents, and executive communications with discretion and sound judgment.

Travel, Expenses & Administrative Operations

• Coordinate travel for executives, including itineraries, reservations, accommodations, and logistics.
• Prepare and submit expense reports; collect and organize receipts; reconcile monthly credit card statements; and coordinate with Accounting for timely processing.
• Review and process executive-related invoices, confirm accuracy, and liaise with internal departments as needed.
• Support executive memberships, reservations, and event registrations, including restaurants, conferences, and external engagements.

Process Improvement & Office Support

• Identify opportunities to streamline administrative processes, improve executive workflows, and enhance overall operational efficiency.
• Provide backup coverage for the Office Manager as needed, including phones, mail, visitor reception, kitchen oversight, coordination of deliveries and catering and assistance with general office operations.

Leadership Enablement & Follow-Through

• Support the CEO and President in tracking key priorities, decisions, and follow-ups discussed in leadership meetings, proactively identifying gaps or risks along the way.
• Help ensure commitments and next steps are clearly documented and followed through across teams.
• Prepare summaries, talking points, or synthesized materials to support leadership discussions and decisions.

What Building Success Looks Like

• Executives feel organized, supported, and confident that priorities are being managed effectively.

• Calendars, meetings, and communications are proactive, intentional, and aligned with business needs.

• Leadership meetings and key moments are well-prepared, well-run, and productive.

• Sensitive information is handled with complete discretion and sound judgment.

• Administrative processes are streamlined, documented, and continuously improving.

• The office operates smoothly when providing backup support.

• The Executive Assistant is viewed as a trusted partner and extension of the leadership team.

The Tools You Bring

• Proven experience supporting senior executives (CEO, President, or equivalent), ideally across multiple leaders.

• Advanced proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Excel, and Teams), including complex calendar management.

• Experience coordinating executive travel and managing expense reporting.

• Ability to prepare polished agendas, meeting materials, and executive-level presentations.

• Strong file organization and comfort learning new tools quickly.

• Comfort using AI tools as part of daily work to improve accuracy, efficiency, and organization, while maintaining confidentiality and exercising appropriate judgment.

• Experience in construction, professional services, or fast-paced environments is a plus.

Core Competencies & Attributes

• Exceptional judgment and discretion.

• Strong executive presence and professionalism.

• Ability to anticipate needs and think several steps ahead.

• Excellent organizational and prioritization skills.

• Solutions-oriented and adaptable in a dynamic environment.

• Clear, concise, and polished communication.

• High attention to detail with strong follow-through.

• Independent thinker who anticipates needs and brings thoughtful recommendations forward.

Compensation

Salary Range: $90,000 to $115,000 per year

Bonus Eligibility: Eligible for performance and company bonuses

Benefits: Full benefits package per company policy, including medical, dental, vision, 401(k), and paid time off

The BIG Basics

This role is expected to consistently demonstrate BIG Construction's core values:

• Drive – Taking ownership and following through.
• Trust – Handling sensitive matters with integrity and confidentiality.
• Ideas – Improving processes and bringing thoughtful solutions forward.
• Build – Creating structure, clarity, and strong working relationships.

Work Environment & Physical Demands

• Onsite in the Chicago office

• Hybrid collaboration across office, jobsites, and events

• May experience varying noise levels and fast-paced environments

• Ability to remain in a seated position for extended periods

• Ability to move about the office to access equipment and supplies

• Ability to set up and take down events

• Occasional lifting of materials or event items (up to 15 lbs)

Final Notes on the Build

This description outlines primary responsibilities but may evolve as BIG continues to grow. Other duties may be assigned as needed.