Executive Assistant at MacDonald-Miller Facility Solutions

Description

At MacDonald-Miller Facility Solutions (“MacMiller”), we are the Northwest’s leading mechanical contracting firm, designing, delivering, and servicing HVAC, plumbing, and automation system solutions for commercial buildings. With over 1,600 employees across 13 offices, there is a breadth and variety of work to keep you engaged and inspired.

We have a well-respected history of exceeding our customers’ expectations and executing with distinction. Our clients trust their toughest projects to our integrated teams, including:

• New Construction – Engineering, fabrication, and installation of mechanical systems for new projects following lean construction practices.
• Special Projects – Retrofits and mechanical repairs for existing buildings to create new efficiencies.
• Service – Scheduled preventative maintenance ensuring tenant comfort and 24/7 emergency response.
• Building Performance – Control systems, fault detection, energy services, and remote monitoring.
• Energy and Sustainable Solutions – Acting as the Prime Contractor, we deliver design-build, energy-efficient solutions in the built environment for both private and public sector clients.

People love to work at MacDonald-Miller, and it’s because we all share the same Core Culture Values:

Collaboration – Diverse players, one team, a common vision. Collaboration is our foundation and critical to the success of the company. Every team member is valued and brings a diversity of strengths to help us meet our shared vision.

Dedication – We are dedicated to personal and professional excellence. We execute with distinction by doing the right thing and following through on our commitments.

Safety – Everyone deserves a safe workplace. Safety is more than hardhats and boots; it’s an attitude and the environment we create. Every day, everyone goes home to their families.

Community – We are proud to be part of MacDonald-Miller. We actively seek to build relationships and know each other as individuals. Together, we create an environment that is welcoming, caring, and trusting.

Innovation – We are committed to continuous, creative problem solving. Innovation is how we stay an industry leader. We always strive to challenge and better ourselves.

Fun! – Take the work seriously, but never take ourselves too seriously. It’s possible to be both serious professionals and good-natured people you enjoy working with — we strive to be both.

Requirements

Executive Assistant: This is where you come in.

We’re seeking an Executive Assistant (EA) to partner closely with the Chief Financial Officer (CFO) and Chief Administrative Officer (CAO), delivering proactive, high-level support that enhances their ability to lead, make decisions, and drive the business forward. This includes managing complex calendars and competing priorities, preparing executive briefings and presentations, coordinating financial and administrative workflows, and ensuring both leaders have the information, structure, and support they need to operate at their highest level.

In this role, you will serve as the central coordination hub for both the Finance and Administration functions—overseeing the flow of information, aligning schedules and commitments, and tracking progress on key initiatives such as annual budgeting, quarterly business reviews, Board reporting, operational planning, internal communications, and major cross-functional projects. You will help streamline processes, improve communication rhythms, and maintain visibility into deadlines, deliverables, and decision points.

You will also partner closely with both executives to support internal communications, including drafting messaging, coordinating announcements, preparing leadership updates, and ensuring clear, timely communication across the organization.

The ideal candidate is a highly organized, detail-driven operator who anticipates needs, solves problems before they escalate, and thrives in a fast-paced, high-stakes environment where precision, discretion, and follow-through are essential.

Top 5 Priorities to Deliver in Your First Year to Be a Hero

1. Executive Scheduling & Calendar Management

• Own and manage complex, rapidly changing calendars with precision and foresight.
• Anticipate conflicts and resolve them before they impact the executives’ time or priorities.
• Keep both executives focused, prepared, and optimized for high-value leadership engagements.

2. Communication & Information Flow

• Draft, refine, and manage executive-level communications with accuracy, professionalism, and strategic tone.
• Support internal messaging by coordinating announcements, updates, and company-wide communications.
• Act as a trusted liaison between executive leadership and internal/external stakeholders—ensuring confidentiality, clarity, and timely follow-through.

3. Meeting & Event Coordination

• Plan, prepare, and support executive and leadership meetings with excellence and attention to detail.
• Coordinate logistics for internal and external meetings, company events, and leadership offsites.
• Ensure meetings are productive: agendas prepared, materials organized, minutes captured, and action items tracked to completion.

4. Project & Task Management

• Manage high-priority tasks and recurring workflows while supporting special projects from concept through follow-through.
• Conduct research, gather information, and prepare briefing materials to support executive decision-making.
• Collaborate cross-functionally to drive execution of strategic initiatives and maintain visibility into progress and risks. 

5. Operational Support Excellence

• Maintain and continually improve administrative systems, document management, and executive deliverables.
• Create, refine, and enhance presentations, reports, and briefing documents with a high standard of accuracy and polish. 

Your Background: What Kind of Person Will Thrive in This Role? 

• Education: Bachelor’s degree preferred; equivalent relevant experience considered.
• Experience: 5–8 years providing senior-level executive support with a strong track record of administrative and operational excellence.
• Executive Support Expertise: Demonstrated success partnering with C-suite leaders in dynamic, fast-moving environments.
• Communication Skills: Exceptional written and verbal communication abilities with excellent attention to detail, nuance, and tone.
• Technical Proficiency: Advanced skills in Microsoft Office Suite, Microsoft Teams, and collaboration platforms.
• Valued Experience: Experience supporting Board-level communications and contributing to internal communication initiatives.

And everyone you work with should describe you as…

• Exceptionally organized with outstanding prioritization and problem-solving skills.
• Calm, accurate, and effective when juggling multiple priorities in a fast-paced, constantly shifting environment.
• Discreet, professional, and deeply trustworthy - especially when handling confidential or sensitive information. 

And you should be motivated by…

• Taking ownership of your work and your growth - resourceful, self-directed, and comfortable figuring things out independently.
• Thriving in a lean, results-driven environment where you are encouraged to take on more, deliver more, and continually raise the bar.
• Being part of a transparent, collaborative, and fun culture that values innovation, fresh ideas, and people who genuinely enjoy what they do.

Benefits

Compensation:  $97,000 to $126,000 Annually  

MacDonald-Miller Facility Solutions presently provides employee coverage for: 

• Medical, dental, vision for employees (coverage available for dependents for shared premium). 

• 401k retirement plan including Company matching. 

• Vacation and Sick Compensation (PTO), and Holiday Pay! 

• Disability income protection including short term and long-term disability. 

• Employee and dependent life insurance. 

• Wellness Program. 

• Employee Assistance Program. 

Where you will work 

Our Seattle HQ office (17930 International Blvd, SeaTac, WA 98188) has easy access to the SeaTac International Airport, ample secured parking, and newly renovated office facilities - not to mention great views! Neighborhood amenities include an onsite deli, restaurants, and convenient freeway/airport access.  This is a hybrid role, requiring you to work in the office three days a week and allowing you to work from home for the remaining three days. This role has flexibility at times, but requires a consistent four days of work in the office a week. 

Interested in learning more?  

If you’re ready for an adventure and are interested in being considered for this role, click apply to start the conversation! Or if you know someone who currently works at MacDonald-Miller, reach out to them to get introduced to the team! 

MacDonald-Miller Facility Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran