Executive Assistant

About this role

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 14 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 looking for an experienced Executive Assistant to provide high-level, proactive support to our Chief Financial Officer and Chief Administrative Officer.
In this highly visible role, you’ll serve as a trusted partner to executive leadership—helping them stay focused on strategic priorities, make informed decisions, and keep the business moving forward.
This opportunity goes well beyond traditional administrative support. You’ll manage complex calendars and competing priorities, coordinate executive meetings and commitments, prepare briefings and presentations, support financial and operational workflows, and ensure important decisions and action items don’t fall through the cracks.
The right person will be highly organized, proactive, resourceful, and comfortable anticipating needs before they become problems.
You will play a key role in driving alignment, communication, and execution across the organization. This includes coordinating priorities and deliverables, managing the flow of critical information, and supporting key business initiatives such as annual business planning, financial and operational reviews, executive reporting, employee communications, and enterprise-wide projects.
As a central point of coordination, you will connect people and teams, streamline processes, and establish communication rhythms that keep leaders informed, aligned, and moving forward. You’ll provide visibility into priorities, timelines, commitments, deliverables, and key decisions—helping executive leadership maintain momentum and focus on the broader strategic objectives of the business.
You will also partner with executive leadership to develop and deliver clear, timely, and engaging internal communications, including leadership messages, organizational announcements, presentations, and business updates. Your ability to translate information into concise, effective communication will help reinforce organizational priorities, strengthen employee engagement, and keep teams connected to the company’s vision and direction.
The ideal candidate is a highly organized, detail-oriented, and proactive operator who naturally anticipates needs, brings structure to complexity, and solves problems before they escalate. You thrive in a fast-paced, high-accountability environment and are comfortable working with confidential information and senior leaders. Precision, discretion, sound judgment, responsiveness, and exceptional follow-through are essential to success in this role.
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…