Executive Assistant, Construction

JOB POSTING - Executive Assistant

Kingdom Roofing Systems is seeking a highly organized, proactive Executive Assistant to serve as a key support partner to our leadership team. This is more than an administrative role - this position plays a critical part in keeping our leadership focused, organized, and operating at a high level.

If you thrive in fast-paced environments, anticipate needs before they arise, and enjoy bringing order and structure to growing organizations - we''d love to meet you.

Position Type:

Full-Time,

Work is in-person, Marion, Indiana

Monday - Friday

Key Responsibilities

Executive Support & Communication Management

• Manage and protect leadership calendars, priorities, and schedules.
• Fully manage executive email accounts, including drafting and responding to communications on behalf of leadership when appropriate.
• Screen and prioritize emails, calls, meeting requests, and other incoming communications.
• Oversee final review and proofing of important company communications, ensuring accuracy, professionalism, and brand consistency.
• Maintain confidentiality regarding sensitive company, employee, and customer information.

Meeting & Strategic Planning Coordination

• Assist leadership in planning and coordinating team meetings, leadership meetings, events, trainings, and company functions.
• Prepare meeting agendas, supporting materials, and meeting documentation.
• Record meeting notes, action items, and key decisions.
• Follow up with team members to ensure commitments and deliverables are completed accurately and on time.
• Evaluate meeting requests and coordinate meetings between leadership and team members when necessary.

Project Management & Operational Support

• Assist with special projects and company initiatives while tracking deadlines, milestones, and accountability.
• Review company CRM workflows daily and communicate corrective actions when needed.
• Assist leadership with developing and implementing company policies, procedures, systems, and operational improvements.
• Assist in the creation, management, and organization of contracts, agreements, and company documentation.
• Maintain organized records and administrative systems that support company growth and scalability.

Recruiting & Talent Support

• Assist leadership with recruiting and employment marketing initiatives.
• Manage prospect pipelines for open positions.
• Coordinate interview scheduling, logistics, candidate communication, and follow-up.
• Attend key interviews, document interview notes, and coordinate next steps with hiring managers.
• Draft and manage Employment Agreements in collaboration with department leaders and company leadership.
• Support onboarding preparation and administrative setup for new team members.

Office Administration & Customer Engagement

• Coordinate staff events, trainings, and internal team activities.
• Make outbound customer calls for review generation and referral program awareness.
• Provide administrative support across departments as needed to ensure smooth daily operations.

Qualifications

• 2+ years of administrative, operations, project coordination, or office management experience preferred.
• Advanced organizational skills with the ability to prioritize multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to exercise discretion and maintain confidentiality.
• Experience managing executive calendars, schedules, and communications.
• Proficiency in Microsoft Office Suite, CRM software, and scheduling platforms.
• Strong project management and meeting coordination abilities.
• Professional attitude, appearance, and customer-service mindset.
• Ability to anticipate needs, solve problems proactively, and work independently.
• Previous executive support, office management, project coordination, or administrative experience preferred.

Compensation & Benefits:

$50,000 -$55,000 annually, based on experience

Benefits include:

• 401(k) match
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance