Executive Administrative Assistant and Travel Coordinator Jobs at Millstone Weber LLC
Sample Executive Administrative Assistant and Travel Coordinator Job Description
Executive Administrative Assistant and Travel Coordinator
Position Summary
Millstone Weber is seeking a highly organized, adaptable, and dependable Administrative/Executive Assistant & Travel Coordinator to provide executive-level administrative support and manage travel logistics for the company. Experience in the construction or field services industry is a strong plus.
Key Responsibilities
Administrative & Executive Support
- Provide direct administrative support to senior leadership, including calendar management, meeting coordination, and document preparation.
- Organize internal and external meetings and maintain confidentiality with sensitive information.
- Prepare reports, proposals, and presentations for executive use.
- Manage incoming calls and front door access.
- Handle mail distribution and filing.
- Assist team members with overflow administrative tasks.
- Order and maintain inventory of office supplies.
- Support planning and coordination of company events.
Travel Coordination
- Coordinate travel arrangements for staff and field crews, including flights, lodging, rental vehicles, and per diem allocations.
- Set up accounts and negotiate rates with travel partners.
- Ensure compliance with company travel policies and manage travel-related documentation (e.g., itineraries, receipts, approvals).
- Troubleshoot and support real-time travel changes, delays, and issues.
- Maintain accurate travel records and expense reports.
Qualifications
- 3+ years of experience as an Executive Assistant, Travel Coordinator, or similar administrative support role.
- Prior experience coordinating travel for crews, field workers, or construction teams strongly preferred.
- Strong organizational and multitasking skills; ability to manage shifting priorities under tight deadlines.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
- Familiarity with travel booking platforms and expense management systems.
- Ability to maintain confidentiality and demonstrate professionalism in all interactions.
Current Openings for Executive Administrative Assistant and Travel Coordinator Jobs at Millstone Weber LLC
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Equal Employment Opportunity
Millstone Weber is an Equal Opportunity Employer and has long led the industry in training and hiring a diverse and inclusive workforce. To accomplish our goals of quality, innovation and continuous improvement, we are committed to partnering with employees and subcontractors who share our company values and seek to continually exceed the expectations of project owners. We strive to maintain a work environment that provides all employees with an opportunity to be successful without regard to race, creed, color, religion, sex, sexual orientation, gender identity, national origin, disabled Veterans and Vietnam Era Veterans, age, or physical/mental condition. As part of that policy, we adopt and support the Equal Opportunity Laws that are designed to promote the full realization of equal employment opportunity through a positive continuing program.