THE POSITION

We’re looking for an Executive Assistant who thrives on making things happen. You’ll be responsible for EA duties as well as general office management for our President of Construction, working out of our Chicago, IL office. Your job is to simplify his day-to-day life—anticipating needs, catching details before they become problems, and managing correspondence with a sense of urgency and attention to detail.

What You Can Expect To Do

• Serve as the President of Construction's right hand and provide support to the Chief of Staff —acting as the gatekeeper, problem-solver, and first point of contact for day-to-day operations, scheduling, and priorities.
• Manage complex calendars, travel, logistics, and high-volume email with exceptional attention to detail and a clear understanding of what matters most to the Executive and the organization.
• for the right product or recognizing when quality is worth the investment.
• Handle reservations, appointments, and bookings proactively, anticipating needs and identifying resourceful solutions without being asked.
• Communicate clearly, professionally, and with sound judgment, representing the Executive and the team in all internal and external interactions.
• Stay two steps ahead by anticipating challenges, spotting inefficiencies, and flagging potential issues before they become problems.
• Work closely with HR and cross-functional administrative team members based in other offices to stay aligned on policies, onboarding/offboarding, office support, and company-wide initiatives.
• Exercise strong financial judgment in all spending decisions, balancing cost, quality, and long-term value to ensure responsible stewardship of resources. 
• Office Management responsibilities, 10% of this role will be ensuring the workspace runs smoothly, supplies and equipment are maintained, and employees have what they need to be productive and supported.

What You’re Like: 

• You’re naturally proactive, you anticipate needs, identify issues before they surface, and take initiative without waiting for direction.
• You’re a skilled problem-solver, able to assess situations quickly, think creatively, and find effective solutions even when the path isn’t obvious.
• You have exceptional attention to detail, catching what others miss while keeping the overall goals in focus.
• You’re resourceful and self-sufficient, knowing how to track down information, tools, or people to get things done efficiently.
• You are resilient, able to stay calm under pressure, navigate demanding situations, and handle direct feedback or challenging personalities with professionalism.
• You thrive in fast-moving environments, adapting quickly and maintaining composure no matter how many moving parts there are.
• You take ownership of outcomes, following through fully and ensuring that nothing slips through the cracks. 

Qualifications

• Bachelor’s degree required, with strong academic and professional fundamentals
• Minimum of 5 years’ experience supporting senior-level executives in a fast-paced, dynamic environment
• Proven office management experience, including oversight of daily operations, vendor coordination, and maintaining a well-functioning workspace
• Exceptional written and verbal communication skills, with the ability to interact professionally at all levels
• Advanced proficiency in Microsoft Office, calendar management tools, and basic project/task management systems
• Demonstrated ability to manage complex scheduling, travel coordination, and logistical planning
• Highly proactive, detail-oriented, and solutions-focused, with a track record of anticipating needs and resolving issues before they escalate
• Chicago, IL-based, with the ability to work 100% on-site daily
• Experience within the AEC (Architecture, Engineering, Construction) industry, especially familiarity with industry workflows, terminology, or contractor/vendor interactions

About APEX

APEX is a nationwide Construction and Facilities Management firm founded to provide comprehensive support to owners of commercial real estate throughout the lifecycle of their investments. From due diligence to disposition, our experienced team delivers trusted general contracting and facilities management consulting services across various asset classes.

We prioritize quality, collaboration, and sustainability in every project, enhancing property value and reducing operating costs. Join us in making a lasting impact on properties and communities nationwide.

APEX is dedicated to fostering a culture of excellence and collaboration. Our team is committed to innovation, sustainability, and delivering best-in-class service. By joining APEX, you’ll contribute to impactful projects while growing your career in a dynamic and supportive environment.