Executive Assistant

Procon is a top-ranked construction management and technology consulting firm with 25 years of experience delivering high-impact projects across the U.S. and worldwide. An ENR Top 100 CM/PM firm for five consecutive years, we specialize in program management, project controls, commissioning, and virtual intelligence, and offer an excellent platform to grow your career while shaping the future of the built environment.

Procon is seeking an Executive Assistant to support our CEO. This is a highly visible role that plays a critical part in enabling executive leadership and supporting the day-to-day operations of the organization.

This position is based onsite in McLean, VA and requires regular in-office presence to effectively support the CEO and collaborate with internal and external stakeholders.

The Executive Assistant will provide high-level administrative and organizational support to the CEO, ensuring the smooth and efficient operation of the executive office. This role requires a highly organized, proactive, and discreet individual with strong communication and interpersonal skills. The ideal candidate thrives in a fast-paced environment, anticipates needs, and exercises sound judgment in managing competing priorities.

Requirements

Qualifications & Skills

• Proven experience supporting senior executives, preferably at the C-suite level
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• High level of discretion and professionalism
• Ability to manage multiple priorities and adapt in a fast-paced environment
• Proficiency in Microsoft Office and communication tools

Responsibilities & Duties

Executive Support & Calendar Management

• Manage and coordinate a complex calendar, including meetings, appointments, and travel
• Align and integrate business and personal scheduling to optimize the CEO’s time and productivity
• Anticipate scheduling conflicts and proactively adjust priorities

Communication & Gatekeeping

• Serve as a primary point of contact between the CEO and internal and external stakeholders
• Screen and manage emails, calls, and correspondence, ensuring timely and appropriate responses
• Review and organize inbox categories (promotions, social, updates), flagging relevant items such as webinars, events, and industry updates
• Identify and prioritize urgent or time-sensitive communications, including compliance notices and DocuSign requests
• Act as a gatekeeper by prioritizing incoming requests and protecting the CEO’s time

Meeting & Office Coordination

• Coordinate meeting logistics, including scheduling, conference room bookings, and catering
• Attend meetings as needed, take notes, and distribute follow-ups
• Coordinate lunches, reservations, and activities with employees, clients, and business partners
• Support recurring engagement, including monthly meetings with key employees and external partners

Travel & Expense Management

• Arrange travel itineraries, accommodations, and logistics aligned with the CEO’s preferences
• Manage and submit expense reports through Concur, ensuring accuracy and timeliness

Documentation & Reporting

• Prepare and edit reports, presentations, and executive-level communications
• Maintain organized electronic and physical filing systems
• Support preparation of monthly and quarterly executive leadership reports

Project & Strategic Support

• Assist with special projects, research, and presentations
• Collaborate cross-functionally to support key initiatives and business priorities

Office & Executive Support

• Oversee organization of the CEO’s office, including supplies and general upkeep
• Coordinate LinkedIn posts, holiday cards, and executive gifting
• Provide limited support for personal tasks and errands as needed

Event Planning & External Engagement

• Support planning and coordination of events, including industry groups and associations such as Vistage, MLSoC, VACC, AACC, CMAA, and SAME
• Assist with logistics, scheduling, and follow-up for external engagements

Relationship Management

• Build and maintain strong relationships with internal teams, clients, and partners
• Serve as a trusted liaison representing the CEO with professionalism

Confidentiality

• Handle sensitive and confidential information with the highest level of discretion

Benefits

Salary commensurate with experience.

Interested and qualified candidates please submit a cover letter and a resume.

Procon offers competitive salaries and a comprehensive benefits package, including full medical/dental insurance and 401(K) plan. Procon is an equal opportunity employer and considers qualified applicants for employment without regard to race, gender, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.