Job Description

Our client, a thriving and growing Engineering firm, is seeking an experienced Executive Assistant to provide high level support to the CEO. In this role you’ll be managing schedules, coordinating meetings and travel, and assisting in day- to- day operations.The ideal candidate will have strong communication skills, an eye for detail, and the ability to take initiative while maintaining high level of professionalism and confidentiality.

Responsibilities:

• Calendar Management: Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements

• Travel Itinerary: Prepare comprehensive travel itineraries, ensuring that the executives have all the necessary information, including meetings, times, and locations

• Communication: Screen calls, emails, and other correspondence, and prioritize messages for the executive's attention

• Act as a point of contact for other team members, coordinating internal communication and ensuring everyone stays informed about changes or updates

• Presentation preparation: Prepare presentations, reports and additional documents for board meetings or senior-level reviews, ensuring materials are aligned with the firm's strategic goals

• Meeting Coordination: Organize and prepare materials for meetings, ensuring all logistics are handled, including room reservations, technology setup, and catering if necessary

• Data Organization: Gather and organize data for project reports, helping to compile information related to ongoing engineering projects

• Maintain & Organize confidential contracts and various documents & paperwork

• Event Planning: Work alongside the HR department to organize and coordinate events or meetings with clients, such as site visits or business presentations

• Expense Reports: Prepare and submit expense reports for executives, ensuring compliance with the company’s policies

• Confidentiality: Handle sensitive information with discretion, professionalism & confidentiality 
• Additional tasks: Assist with personal tasks and ad- hoc projects ensuring timely completion


Qualifications

• 5-7+ years of experience supporting C-level executive and/or leadership team

• Proficient in Microsoft Office Suite (Word, Excel, Powerpoint, SharePoint, Outlook) & Concur

• Strong verbal & written communication skills

• Must be organized, detail- oriented with the ability to multi-task

• Experience coordinating domestic/international travel & expense reporting

• Must prioritize a high level of professionalism and confidentiality
• Personable & proactive- You have a positive attitude and an ability to problem solve and take initiative
• Adaptable w/ the ability to pivot duties when new priorities/plans arise


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