Executive Assistant - Construction Services

BRPH is a technically focused, creative architecture, engineering, and construction company with over six decades of expertise in helping mission-driven clients in the aerospace, defense, manufacturing, commercial, education, entertainment, hospitality, and federal markets identify gaps in their program delivery and develop innovative solutions to their most challenging problems across the U.S. and around the world. Consistently ranked among the nation’s top firms, we take pride in solving complex challenges with forward-thinking solutions.

About Melbourne:

Our headquarters is located in Melbourne, Florida, a vibrant city on the Space Coast where high-tech innovation meets coastal living. Here, you’ll work on dynamic, impactful projects while enjoying front-row views of rocket launches from our rooftop and quick access to some of Florida’s most beautiful beaches. Just an hour from world-class attractions like Disney World and Universal Studios, Melbourne offers the perfect balance of career growth, family life, and fun, all in a warm subtropical climate with a relaxed, suburban feel.

Overview

The Executive Assistant provides high-level administrative and operational support to Construction and Integrated Services (C&IS) executives, supporting both the design and construction sides of integrated design-build project delivery. The role manages complex priorities, protects confidential information, and serves as a professional liaison among the Senior Vice President, executives, project teams, clients, and external partners to support timely communication, decisions, and follow-through.

Job Responsibilities 

•    Maintain executive calendars; coordinate internal and external meetings, project reviews, client appointments, leadership commitments, and changes in priority.
•    Manage travel logistics, including flights, lodging, ground transportation, itineraries, and supporting arrangements for project-site visits, conferences, and client meetings.
•    Prepare and process expense reports and track administrative budgets for travel, meetings, events, and departmental activities.
•    Screen and prioritize calls, emails, correspondence, meeting requests, and information needs, using sound judgment and discretion and escalating time-sensitive matters.
•    Draft, proofread, edit, and assemble letters, presentations, proposals, reports, project communications, executive-meeting materials, board materials, and client-facing documents.
•    Coordinate with project management, business development, marketing, finance, human resources, and other functions to support departmental initiatives, deliverables, and follow-up actions.
•    Track project milestones, leadership commitments, key deliverables, decisions, and action items for the Senior Vice President's oversight and follow up with responsible parties.
•    Support quarterly operations reviews, business-development reporting, leadership meetings, company events, client functions, and onboarding coordination for senior hires reporting to the Senior Vice President.
•    Maintain confidentiality and protect sensitive business, client, project, and personnel information.
•    Build effective working relationships with internal and external stakeholders and represent the Senior Vice President professionally.
•    Perform other related executive-support and coordination duties as assigned.

Qualifications

• Required: High school diploma or equivalent and eight or more years of executive-support or senior administrative experience.
• Required: Proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint, and Adobe Acrobat and/or Bluebeam.
• Required: Demonstrated discretion with confidential information, sound judgment, clear written and verbal communication, attention to detail, and the ability to manage changing priorities and deadlines.
• Preferred: Five or more years of executive-support experience and familiarity with Procore, Deltek, Salesforce, or comparable project-management or customer-relationship-management platforms.
• Preferred: Experience in architecture, engineering, construction, design-build, or professional services.
• Preferred: Bachelor's degree in business administration, communications, or a related field.

Physical Requirements

•    The work is semi-sedentary work and requires the ability to lift up to 10 pounds.
•    Manual dexterity, hearing, mental acuity, typing, reaching, repetitive motion, speaking, talking, visual acuity, and walking.
•    Ability to stand and sit for periods longer than 30 minutes but not to exceed two hours consecutively.
•    Ability to control behavior when encountering stressful situations or short deadlines and  to maintain a high level of concentration.
•    Ability to print and draw letters, numbers, words, characters, and symbols that are legible and understood by others.
•    Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.

EOE, including Disability/Vets