Executive Assistant - Immediate Start

Executive Assistant

Reports to Chief of Staff

Job Purpose

The Executive Assistant provides high-level strategic and administrative support to the CEO and CFO, as well as the Chief of Staff and Talent and Culture Manager. This position is a high-impact support role and functions as a critical member of the Leadership Team. The ideal individual has the ability to exercise good judgment and critical thinking skills in a diversity of situations.

Essential Duties and Responsibilities

The primary duties and responsibilities of this position include the following:

• Organize and manage complex and ever-changing calendars and schedules.
• Manage email accounts and correspond on behalf of executive when requested and appropriate using executive’s communication style • Arrange travel and accommodations with strict attention to detail and executive preferences
• Complete ad hoc projects as assigned – including, but not limited to personal events and/or family needs.
• Use discretion, confidentiality, and good judgment to handle C-Suite matters.
• Prepare for and manage meetings, including agendas, speaking notes, meals, other logistics, taking and distribution of minutes • Perform client service functions including answering phone calls, directing calls, and answering emails and other inquiries with a respectful and helpful attitude.
• Assist with candidate interview scheduling efforts via close coordination with Talent & Culture Manager
• Assist in the planning and execution of client events (such as BBQs and employee events).
• Strive to anticipate executive action and be two steps ahead of logistical details
• Proactively take initiative in handling administrative requests and inquires
• Screen and process executive mail, correspondence, and deliveries
• Fill-out, process, and prepare all documents for executive signature
• Be punctual and well organized in all activities
• Manage all administrative aspects of executive’s community, non-profit board responsibilities and tasks, both business and personal
• Serve as a caring liaison between direct reports/employees and the executive while promoting positive morale and reinforcing the values and priorities of the executive • Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
• Serve as back up in the absence of Chief of Staff

Qualifications

The following qualifications are requirements of the position:

• Bachelor's degree preferred, but 5+ years of related experience required in working in an executive assistant role supporting C-Level executives
• Experience in the engineering industry preferred
• Excellent writing, composition, and document formatting skills
• Experience in arranging meetings and coordinating multiple calendars effectively • Strong interpersonal skills and a willingness to work as part of a team.
• Exceptional verbal and written communication skills and the ability to interact professionally with internal and external stakeholders.
• Excellent time management skills, with the ability to multitask and meet critical deadlines while maintaining accuracy and quality.
• Ability to take initiative and work independently and as part of a team.
• Strong organizational skills and attention to detail.
• Ability to exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Flexible hours as dictated by the needs of business for projects and meetings.

Working Conditions

This position requires night and weekend work (usually remote) on occasion to assist executive with community events, speaking engagements, and travel complications.

Physical Requirements

Must be able to do light lifting during client and employee events

Direct Reports

None