Executive Assistant + Program Coordinator

Remote (US or Canada) Mountain time zone strongly preferred; Pacific considered. About the Role Our client is a well-funded data center developer delivering a multi-billion-dollar, multi-site construction program across Canada and the United States. The delivery organization is small today and will grow several times over in the coming year as new sites move from planning into construction. This role is the operating backbone of that leadership team. It combines dedicated executive support for the Senior Vice President with program coordination across the wider delivery leadership group: the calendars, meetings, actions, decisions, trackers, and team records that keep a fast-scaling program organized and visible. It exists to return capacity to leaders whose time is best spent on the build, and it will grow in scope as the program does. Half of this role is executive support. The other half is coordination for a leadership group working across customers, contractors, partners, and investors in four time zones. You report to the SVP and support the delivery leadership team as a whole. What you will own Leadership calendar and time Own the SVP's calendar and the shared calendars of the delivery leadership group. Hold and protect time, offer options, resolve conflicts, and reschedule without the leaders having to think about it. Coordinate meetings with the customer, the general contractor, consultants, investors, recruiting partners, and internal teams across Pacific, Mountain, Central, and UK hours. Act as gatekeeper. Know what gets through, what waits, and what you can close yourself. Meeting follow-through and decision tracking Run the leadership action list. Capture commitments, chase the missing pieces, and keep anything from disappearing in a high-volume week. Keep a simple decision log so agreements with the customer, contractors, and the wider business are written down and easy to find. Prepare the SVP for what is next: agendas, pre-reads and the two-line summary he needs before he walks in. Team roster and onboarding logistics Maintain the delivery team roster as the organization grows: headcount, start dates, tenure, locations, relocations, contact details, and hiring status. Coordinate the practical side of new hires joining, including people relocating to site. Program trackers and small internal projects Own the rotating set of trackers, checklists and lightweight project plans the SVP keeps for himself and can no longer maintain. They keep the program visible to him. Take on small internal projects end-to-end when asked, and report back briefly. Program-level analysis and reporting sit with a separate Program Analyst. This seat owns coordination, not analysis. Hiring support for the SVP's team Keep the SVP's side of hiring moving: interview prep, capturing his feedback the same day, keeping the team's hiring tracker current. Over time and by agreement, first-pass review of resumes and LinkedIn profiles against his written criteria. Interview scheduling is run centrally by the client's talent team; you work alongside them. Expenses and administration Expense preparation, receipts, reconciliation, and follow-up for the SVP and, where needed, the leadership group. Confidential customer, commercial, and personnel information handled with judgment. Travel booking is not part of this role. What we require Seven or more years supporting senior executives in a fast-moving environment: construction, infrastructure, technology, consulting, private equity or similar. Expert calendar management across multiple time zones and competing priorities. Proven judgment about what to escalate, what to absorb, and what to close on your own. Proactivity. The workload already exceeds capacity; the right person finds the work and takes it. Responsiveness. This executive values a reply within minutes, even if the reply is "on it, back to you by 2 pm". Clear, short written communication and absolute reliability on follow-through. Comfort with ambiguity, direct feedback, incomplete information, and a leadership team that is itself under real pressure. Full availability during Mountain business hours. What will set you apart Pacific or Mountain time zone residence. Experience supporting construction, development, engineering, energy, infrastructure, or data center leaders. Familiarity with the pace and vocabulary of data center delivery is a real advantage. Experience in an early-stage or high-growth company where you defined the role yourself. Experience maintaining team rosters, hiring trackers, action logs, or lightweight PMO tools. Strong spreadsheet, presentation, project-tracking, and expense-system skills. What success looks like The SVP and the leaders around him spend materially less time on calendars, small commitments, and administrative detail. Meetings are organized, conflicts are anticipated, and follow-ups are visible without anyone having to ask. Trackers and team records are accurate and useful, not another thing to maintain. Within months, you are the operating partner the leadership team routes things through, and your responsibilities keep growing. This will not be the right fit if You wait to be told every next step. You are uncomfortable with rapid change, direct feedback, or incomplete information. You cannot tell urgent work from noisy work. You communicate at length when a short, complete answer will do. About West End Workforce West End Workforce is a women-owned, relationship-driven recruitment partner connecting exceptional professionals with organizations shaping the future of infrastructure, technology, and construction. We focus on building long-term partnerships that create meaningful impact for our clients and candidates. Follow us on LinkedIn to learn more about West End and top positions like this.

Provide dedicated executive support to the SVP and program coordination for the delivery leadership team. Manage calendars, track decisions and actions, and handle onboarding logistics for a scaling data center construction program.

Requires seven or more years of experience supporting senior executives in fast-paced environments like construction, tech, or private equity. Must possess expert calendar management skills and the ability to work during Mountain business hours.

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Executive Support
• Calendar Management
• Program Coordination
• Meeting Coordination
• Decision Tracking
• Onboarding Logistics
• Expense Management
• Stakeholder Management
• Project Tracking
• Hiring Support
• Time Zone Coordination
• Written Communication

• Administrative
• Management & Leadership
• Construction
• Consulting
• Engineering

Expérience minimale

5+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Niveau d’expérience

Not Applicable

Mode de candidature

La candidature directe est offerte