Executive Assistant to the Chief Estimator

Executive Assistant to the Chief Estimator 3.8 3.8 out of 5 stars 16828 Market St, Channelview, TX 77530 As an Executive Assistant to the Chief Estimator, this position is responsible for supporting the Chief Estimator through managing calendars and communications, coordinating proposal development and related administrative processes, as well as ensuring timely and proper submission of bid materials. The Executive Assistant to the Chief Estimator is responsible for maintaining proposal standards, tracking deadlines, and coordinating executive proposal reviews. JOB DUTIES AND RESPONSIBILITIES Provide comprehensive and operational support to the Chief Estimator. Attend & document internal meetings with meeting minutes and action items. Draft, compile, finalize, and submit proposal documents in accordance with bid-specific requirements and internal standards. Interpret and apply contract language and bid instructions to ensure compliance with submission requirements. Translate technical input and discussions into clear, professional written content suitable for client-facing documents. Track proposal deadlines and coordinate with internal stakeholders to gather required content. Maintain and update resumes, project descriptions, and other standard proposal materials. Monitor procurement databases and notify the Chief Estimator of relevant project opportunities. Coordinate scheduling for pre-bid meetings, job walks, internal estimating milestones using shared calendars. Maintain internal trackers and logs related to bids, opportunities, and estimating activity. Schedule internal hand-off meetings between estimating and operations teams and assist in the creation and maintenance of standard preconstruction documents, templates, and checklists. Support the development of SBE/DBE subcontractor participation plans by identifying and contacting relevant vendors, suppliers, and subcontractors. Assist in gathering and organizing required documentation such as financials, licensing, and project history. Collaborate with Business Administration Manager to ensure consistency in formatting, branding, and compliance across all proposal submissions. Perform other related administrative duties as assigned. REQUIRED QUALIFICATIONS Education : Bachelor's degree or equivalent experience in business administration, communication, or a related field. Experience : Three (3) years in an executive assistant or paralegal role. Knowledge/Skills/Abilities (KSA) : Must have strong organizational skills, attention to detail, and the ability to interpret contract language and translate technical input into clear, professional content. Must have the ability to read and interpret contract and bid language. Must have strong written communication and editing skills, including the ability to translate technical content for non-technical audiences. Must possess strong attention to detail and organizational skills. Must have the ability to manage multiple deadlines and work independently. Must have the ability to interpret and apply bid instructions and formatting guidelines. PREFERRED QUALIFICATIONS Certification(s) : Paralegal Certification. Valid driver's license. Notary Public. Experience : Three (3) years of Paralegal experience, with a strong foundation in document management and compliance. Five (5) years of experience in an executive assistant or similarly responsible administrative role. Two (2) years of experience in marketing or communications. Prior exposure to proposal development in a construction or engineering environment. Prior experience supporting SBE/DBE or compliance documentation. Knowledge/Skills/Abilities (KSA) : Working knowledge of Bluebeam Revu, Adobe Acrobat, or similar tools used in proposal and document preparation. Familiar with Microsoft Office, SharePoint, and Teams for collaboration and file management. Highly organized, process-driven, and able to manage multiple deadlines. Strong team collaboration and communication skills. WORKING CONDITIONS The individual must be able to perform the essential functions of the job with or without reasonable workplace accommodation. The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required. This includes a hard hat, safety glasses, life vest, respirators, ear plugs, steel-toed shoes, personal floatation devices (PFD), and/or other protective equipment. The individual may be required to walk, step, climb, or otherwise move from one location on the job site to another, which may be of varying heights and access parameters. The individual may occasionally be required to stand, stoop, bend, crouch, kneel, climb, or sit for long periods. The individual may be required to lift objects with a minimum of 10 lbs. and a maximum single-person lift of 50 lbs. The individual may be required to operate in a clerical office setting. The individual will routinely use standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. The Company expects and requires all employees to observe and fulfill all safety responsibilities as outlined in workplace safety training and actively work toward maintaining a safe workplace. Employees are authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed as well as bring problems to the attention of the immediate supervisor, HSE Manager, or HR Manager. Failure to do so can result in disciplinary action, up to and including termination of employment. Regular attendance and punctuality are required of all employees. Employment at Russell Marine, LLC is on an at-will basis. There is no contract of employment between Russell Marine, LLC and any one or all of its employees unless explicitly stated elsewhere. Employment security cannot be guaranteed for or by any employee. No Manager, Supervisor, or employee of the Company has any authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will. Only the Owner or President has the authority to modify the at-will relationship, and then only in writing specifically addressed to the employee on this issue and signed by that Russell Marine, LLC Executive. Russell Marine, LLC is proud to be an equal opportunity employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other protected status. If you require special assistance or accommodation while seeking employment with Russell Marine, LLC, please contact Human Resources at ... .