Job Description

At  MacDonald-Miller Facility Solutions  (“MacMiller”) we . As the Northwest’s leading mechanical contracting firm, we design, deliver and service HVAC, plumbing and automation system solutions for commercial buildings. With our over 1500 employees across 14 offices, there is a breadth and variety of work to keep you engaged and inspired. 

We enjoy a well-respected history of exceeding our customers’ expectations and . Our clients trust their toughest projects with 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 for 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 
• Performance Contracting -- Sustainable Solutions: Acting as the Prime Contractor, we deliver design-build energy-efficient solutions in the built environment for private and public sector clients

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

• 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 common vision.
• We are dedicated to personal and professional excellence.  We execute with distinction by doing the right thing and following through on our commitments.
• 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.
•   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.
• We are committed to continuous . Innovation is how we stay an industry leader. We always strive to challenge and better ourselves.
• 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 are seeking an Executive Assistant (EA) to serve as a trusted partner to the CEO, providing proactive, high-level support to manage the CEO’s time, communications, and priorities with clarity, discretion, and impact. This role also supports the Executive Team, acting as a central point of coordination to streamline operations, enhance communication, and ensure alignment around key strategic initiatives. Additional responsibilities include coordinating activities of the Board of Directors and supporting internal communications and company-wide executive initiatives. The ideal candidate is resourceful, exceptionally organized, and thrives in a fast-paced, high-stakes environment.

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

Executive Scheduling & Calendar Management

• Own and manage complex calendars, ensuring meetings are prioritized to align with strategic objectives.
• Anticipate conflicts and proactively resolve scheduling issues before they arise.
• Keep the CEO and Executive Team focused, prepared, and optimized for leadership engagements.

2. Communication & Information Flow

• Draft, review, and manage executive-level communications with precision and professionalism.
• Support internal messaging by coordinating announcements, updates, and company-wide initiatives.
• Serve as a trusted liaison between executive leadership and internal/external stakeholders, ensuring confidentiality and the timely flow of accurate information.

3. Meeting & Event Coordination

• Plan, prepare, and support executive and leadership meetings, including Board of Directors sessions, ensuring materials, agendas, and follow-ups are handled flawlessly.
• Coordinate logistics for internal and external meetings, company events, and leadership offsites.
• Ensure meetings are productive, well-documented, and action items are tracked to completion.

4. Project & Task Management

• Track high-priority tasks, manage recurring workflows, and support special projects with a sharp eye on deadlines and outcomes.
• Conduct research, gather data, and prepare materials to support executive decision-making.
• Collaborate with cross-functional teams to drive execution of strategic initiatives.

5. Operational Support Excellence

• Maintain and improve administrative systems, document management, and executive-level deliverables.
• Create and refine presentations, reports, and briefing materials with a high standard of quality.
• Leverage technology to streamline operations, improve efficiency, and support Board of Directors communications and logistics.

Your Background:  What kind of person will thrive in this role? 

What You Bring to the Table:

• Education: Bachelor’s degree preferred; equivalent relevant experience will be considered.

• Experience: 5–8 years in a senior-level executive support role, with deep expertise in administrative and operational excellence.
• Executive Support: Proven success partnering with C-level executives in dynamic, fast-paced environments.
• Communication Skills: Exceptional written and verbal communication abilities, with a keen eye for detail and tone.
• Technical Proficiency: Strong command of Microsoft Office Suite, Microsoft Teams, and other collaboration and productivity tools.
• Valued Experience: Background in supporting Board-level communications and leading or assisting with internal communication initiatives.

And everyone you work with should describe you as… 

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

And you should be motivated by… 

• A desire to take ownership of your growth - you’re resourceful, self-motivated, and eager to figure things out. If you need constant handholding or a micro-managing boss, this isn’t the right fit.
• Thriving in a lean, results-driven environment where you’re challenged to take on more, achieve more, and continuously raise the bar.
• Enjoying your work in a transparent, fun, and collaborative culture that values fresh ideas and innovative thinking.

Benefits

Compensation: $90,000 to $115,000 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 two days a week and allowing you to work from home for the remaining three days. 

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 

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