Executive Assistant - Major Projects

For over 100 years, UMC has solved the region's toughest mechanical challenges. From a small heating and plumbing shop in the early 1900s, we've grown into a leading full-service mechanical partner, offering preconstruction, design-build, energy, automation, fabrication, and facility services that remove complexity and let clients focus on what they do best.

At UMC, our people are the foundation of our success. We invest in your growth through mentorship, leadership training, certifications, and education partnerships, creating an inclusive culture where hard work leads to long-term advancement. Join a team that values craftsmanship, accountability, and collaboration, and build your career here with the support to go further.

Application Process:

UMC uses an electronic application process for open positions. Required documents may include a resume, cover letter, references, and work authorization confirmation. Online assessments may be included as part of the candidate evaluation process.

Benefits Summary:

UMC offers a competitive salary and a generous benefits package, including:

1. Medical, dental, and vision insurance
2. 401(k) plan with company match
3. Health Savings and Flexible Spending Accounts
4. Company-paid life and disability insurance (STD/LTD)
5. Paid Time Off (PTO) beginning at 120 hours annually for full-time employees
6. Seven paid holidays plus one floating holiday
7. Employee Assistance Program
8. Professional development support and tuition reimbursement
9. Employee referral program
10. Wellness program and employee events

Paid Time Off:

Eligible employees begin accruing PTO on their date of hire. PTO combines vacation and sick leave, starting at 15 days per year for full-time employees.

Starting Hourly Wage: $36.06 - $45.67/hour - depending on experience

Location: Lynnwood, WA

Classification: Non-exempt

Must be eligible to work in the U.S. - Sponsorship not available

Position Overview:

The Executive Assistant provides direct administrative and coordination support to the Major Projects department. The role keeps priorities, schedules, meetings, travel, recruiting logistics, expenses, and follow-up organized so the executive can stay focused on the business, people, clients, and projects. This position works with confidential information and represents the executive and UMC with professionalism and discretion.

Key Responsibilities:

Executive Support and Priorities

1. Manage the Major Projects Director calendar, meeting requests, deadlines, and changing priorities.
2. Prepare the director for meetings by confirming logistics and organizing the needed information and materials.
3. Route routine requests, protect focused work time, and elevate urgent or sensitive matters appropriately.
4. Maintain organized executive records, contacts, reference materials, and confidential files.

Travel and Expenses

1. Coordinate business travel, lodging, transportation, itineraries, and schedule changes.
2. Prepare and submit accurate expense reports; organize receipts and resolve missing documentation.
3. Track registrations, memberships, subscriptions, and other approved executive expenses.

Meetings and Follow-Through

1. Coordinate leadership meetings, business reviews, planning sessions, project discussions, and one-on-ones.
2. Partner with the executive and participants to develop agendas and gather reports, presentations, and updates.
3. Document decisions and action items when requested; track owners and deadlines and follow up on open commitments.

Recruiting Coordination

1. Coordinate interview schedules, panels, candidate travel, onsite logistics, and executive participation with Human Resources and hiring leaders.
2. Maintain accurate recruiting schedules and protect confidential candidate and employee information.
3. Support executive participation in recruiting events and onboarding activities for key hires.

Communication and Information Coordination

1. Draft, edit, proofread, format correspondence, presentations, agendas, summaries, and reports.
2. Gather established updates and reports from business and functional leaders and organize them for executive review.
3. Communicate approved priorities, decisions, deadlines, and follow-up expectations to the appropriate stakeholders.
4. Maintain professional relationships with leaders, employees, customers, vendors, candidates, and external partners.

Construction Leadership and Special Projects

1. Coordinate recurring touchpoints between the Executives.
2. Support cross-functional meetings with Human Resources, Finance, Safety, Business Development, Operations, and other partners as directed.
3. Create practical trackers, schedules, meeting structures, and supporting documentation for executive-sponsored initiatives.
4. Identify administrative bottlenecks and suggest simple ways to improve executive workflows and information flow.

Role Boundaries:

This role coordinates work and information but does not replace department administrators, project teams, or functional owners. The Executive Assistant does not independently own:

1. Construction strategy, operational decisions, project management, engineering, estimating, or field supervision.
2. Project financial performance, forecasting, business analysis, or budget approval.
3. Hiring decisions, compensation, offers, or employee-relations matters.
4. Routine administrative support for every employee or leader in Construction.
5. The accuracy, interpretation, or approval of information owned by another department.

Required Skills and Abilities:

1. Strong organization, prioritization, time management, accuracy, and follow-through.
2. Ability to manage a complex calendar and adapt to changing priorities.
3. Sound judgment regarding urgency, confidentiality, executive involvement, and escalation.
4. Clear, professional written and verbal communication.
5. Ability to build effective working relationships and coordinate across departments without direct authority.
6. Resourceful, proactive, and solution-oriented approach to administrative and logistical challenges.
7. Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneNote.
8. Ability to learn UMC systems such as Smartsheet, Viewpoint/Vista, ACC, TrackVia, CRM platforms, and Bluebeam.
9. General familiarity with construction operations and terminology is preferred.

Education and Experience:

1. Five or more years of progressively responsible administrative or executive-support experience.
2. Experience supporting senior leadership and coordinating complex calendars, travel, meetings, recruiting logistics, and expenses.
3. Experience in construction, engineering, manufacturing, professional services, or another project-driven environment is preferred.
4. Bachelor's degree preferred; an equivalent combination of relevant education and experience will be considered.

Other Requirements:

1. Maintain a valid driver's license and satisfactory driving record.
2. Ability to travel locally to UMC offices, jobsites, meetings, and events as business needs require.

Work Environment and Physical Demands:

This role primarily works in an office environment and may occasionally visit project offices or jobsites. Jobsite visits may involve uneven surfaces, dust, weather, noise, moving equipment, and the use of required personal protective equipment. The role requires regular computer use and communication, extended periods of sitting, occasional walking or movement through offices and project locations, and occasional lifting or carrying of materials up to 25 pounds. Essential functions may be performed with or without reasonable accommodation.

Affirmative Action:

UMC is committed to a culture of inclusion and connectedness. The collective sum of the individual differences, life experiences, knowledge, innovation, self-expression, and talent that our employees invest in their work represents who we are as a company and what we believe in. In recruiting for our team, we welcome the unique contributions that you can bring in terms of their education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran's status, color, religion, disability, sexual orientation and beliefs.

EEO Policy:

UMC's policy on equal employment opportunity prohibits discrimination based on race, color, sex, national origin, citizenship or immigration status, religion, presence of physical, sensory or mental disability, genetic information, age, sexual orientation, gender identity, marital status, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault or stalking, or any other status or characteristic protected by federal, state, or local law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Retaliation against any employee who files a complaint regarding possible violations of this policy is not tolerated. UMC is also committed to taking affirmative steps to promote the employment of minorities, women, persons with disabilities, and covered veterans. Affirmative action plans are developed annually to support its commitment to equal employment opportunity, consistent with company policy and the company's obligations as a contractor to the United States government.