Executive Assistant - Operations

Job Title: Executive Assistant (Operations)
Company: Loenbro, LLC
Business Unit/Department: Operations
Location: Gilbert, AZ
Reports to: VP of Operations
Employment Type: Full-Time
FLSA Classification: Exempt

About Loenbro
Loenbro is a trusted, long-term construction lifecycle partner to thousands of customers across the U.S. Our market spans all industries and our service offerings include Critical Electrical, Mechanical & Structural, Soft Crafts, Inspection, Underground Maintenance and Installation, and Fabrication. Our expertise lies in simplifying the complex and establishing long-standing relationships with our partners. We have a national presence but a local approach—every customer benefits from our capabilities and our care.

At Loenbro, we don’t just offer jobs—we build careers grounded in integrity, teamwork, excellence, and purpose. Join a team where your expertise is valued, your growth is supported, and your work helps maintain and enhance the critical infrastructure that powers communities across the nation.

About the Role
We're looking for a highly organized, proactive Executive Assistant to support our operations leadership. This role goes beyond traditional administrative support — you'll be a strategic partner who helps keep operational initiatives on track, manages complex logistics, and serves as a trusted right hand to leadership. The ideal candidate thrives in a fast-paced environment, anticipates needs before they're voiced, and brings sound judgment to ambiguous situations.

What You'll Do
•    Executive & Calendar Support
•    Manage complex calendars, scheduling, and travel logistics for the operations leadership team
•    Prioritize and triage meeting requests, emails, and competing demands with sound judgment
•    Prepare briefing materials, agendas, and follow-up notes for key meetings

Operations Coordination
•    Track and follow up on action items from operational meetings to ensure deadlines are met
•    Support project coordination across cross-functional teams, monitoring timelines and flagging risks
•    Maintain and improve internal processes, templates, and documentation for operational workflows
•    Assist with budget tracking, expense reports, and vendor/contract management

Communication & Stakeholder Management
•    Serve as a liaison between operations leadership and internal teams, external partners, and vendors
•    Draft, edit, and proofread correspondence, reports, and presentations
•    Handle sensitive and confidential information with discretion

Event & Meeting Logistics
•    Plan and execute internal meetings, offsites, and team events
•    Coordinate logistics for board meetings or leadership reviews, including materials preparation

What You Bring
•    3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership, ideally in operations
•    Exceptional organizational skills with the ability to juggle multiple priorities under tight deadlines
•    Strong written and verbal communication skills
•    Proficiency in productivity and collaboration tools (e.g., Google Workspace/Microsoft Office, project management platforms like Asana or Monday.com, calendar tools)
•    A high degree of discretion and professionalism when handling confidential information
•    Strong problem-solving skills and the ability to work independently with minimal oversight
•    A proactive, "no task too small" mindset paired with the ability to think strategically

Key Responsibilities
•    Meeting & Leadership Support
•    Manage meeting schedules and logistics.
•    Coordinate and develop agendas for regional leadership meetings.
•    Capture action items, assign owners, and track deliverables from key discussions.
•    Help ensure accountability and follow-through on commitments.
•    Organize and maintain regional documentation, repositories, and shared resources.

Communication & Change Management
•    Communicate important updates from leadership to the broader regional team.
•    Help ensure messaging is clear, consistent, and understood to minimize confusion and rumors.
•    Serve as a resource for common questions regarding office operations, workspace needs, onboarding, and new hire guidance.
•    Support leadership communication efforts and employee engagement initiatives.

Reporting & Operational Support
•    Gather and consolidate data from various departments to provide leadership updates and visibility into ongoing issues.
•    Develop recurring reports, dashboards, and s