Executive Secretary

About Liberal Construction

Liberal Construction was established in 2010 in support of the U.S. Military's mission in the Middle East. Today, Liberal is a global organization headquartered in the U.S. providing design/build (D/B) and design/bid/build (D/B/B) services for Federal and private sector customers. Liberal is an SBA-registered small business. Based in Virginia, Liberal Construction maintains offices in UAE and Bahrain. 

We have a culture of innovation where our employees can make a difference and we are looking for like-minded, dynamic individuals to come and join our rapidly expanding team. Our employees are our most valuable resources, and we strive to ensure everyone is treated as such.

We are seeking a highly organized and proactive Executive Secretary to provide exceptional administrative support to the President. The ideal candidate will have a strong attention to detail, efficient workflow management, and the ability to support in documents preparation, organized filing systems, communication and coordination. If you thrive in a fast-paced environment and are committed to enhancing executive and operational effectiveness, we want to hear from you.

Essential Duties and Responsibilities

Calendar & Schedule Management

• Coordinate and manage the President's daily, weekly, and monthly schedules, including meetings, appointments, and travel arrangements
• Draft and respond to routine communications on behalf of the President
  

Communication Management

• Handle incoming and outgoing correspondence, emails, and phone calls with professionalism and discretion
  
• Act as a liaison between the President, internal teams, and external stakeholders

Documentation & Preparation

• Maintain organized digital filing systems using SharePoint to ensure access, retrieval, and secure storage of documents and records
• Draft, proofread, and format reports, presentations, and other executive documents to ensure accuracy and consistency while ensuring all documents are consistent with organizational standards and style guidelines
  

Expense & Budget Support

• Assist and coordinate with Finance Department with expense reports and budget tracking as required
• Support financial documentation and record-keeping for audits or reviews

Planning & Coordination

• Organize meetings, conferences, and special events, managing logistics, invitations, and materials
• Coordinate and follow up with the involved personnel to ensure action items and next steps are completed 

Administrative Support

• Provide general office support to enhance operational efficiency and coordinating with other departments
• Coordinate with other departments to facilitate workflow and support executive initiatives
  

Confidentiality & Discretion

• Handle sensitive information with the highest level of confidentiality and professionalism
• Ensure all confidential materials are stored securely and shared only with authorized personnel

Knowledge, Experience, and Special Skills Required

• Bachelor's degree or equivalent experience in business administration, office management, or a related field preferred
• Minimum of 3–5 years of experience supporting senior executives
• Proficiency in Microsoft Office Suite
• Strong knowledge of SharePoint and Teams for document management, collaboration, and communication
• Exceptional organizational skills with the ability to prioritize multiple tasks and meet deadlines
• Proactive approach to identifying issues, solving problems, and improving workflows
• High degree of integrity, reliability, and professionalism