Executive Assistant

Our company is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support senior leadership at our Project Management Firm. The ideal candidate will play a key role in facilitating smooth day-to-day operations and ensuring the efficient management of executive-level activities of our commissioning and project management team. This position involves providing administrative support to the executive team, handling sensitive information with discretion, and coordinating tasks to help deliver successful projects. Experience with architecture and construction industry is a plus. Experience with insurance and medical fields is not applicable for the needs of this position. Position Responsibilities: Administrative: Provide executive-level administrative support, including managing calendars, scheduling meetings, preparing agendas, and coordinating travel arrangements. Communication Liaison: Act as the main point of contact between senior management, clients, and internal teams. Manage emails, phone calls, and other communication channels. Client and Stakeholder Interaction: Assist Principal to manage relationships with clients and stakeholders, ensuring timely communication and resolution of any issues or inquiries. Project Coordination: Assist with the tracking and monitoring of project timelines, resources, and budgets. Help coordinate meetings and communications for ongoing projects. Report Preparation: Assist with the creation of status reports, financial updates, and other business reports for the senior management team. Document Management: Prepare, proofread, and edit project-related documents, presentations, reports, and correspondence. Maintain and organize project files, ensuring information is easily accessible. Meeting Coordination: Organize and schedule internal and client meetings, prepare meeting materials, and take meeting minutes. Event Coordination: Assist in organizing firm events, workshops, conferences, and other special projects as needed. Task Prioritization: Ensure executive teams’ tasks are completed in a timely manner, prioritizing urgent matters and ensuring deadlines are met. Confidentiality Management: Handle sensitive and confidential information with discretion and professionalism. Office Liaison: Overseeing ordering supplies, managing equipment, and ensuring the office environment is well-maintained as needed. Skills: Excellent Organizational Skills: Ability to manage multiple tasks simultaneously and effectively prioritize work in a fast-paced environment. Strong Communication Skills: Clear and professional written and verbal communication, with the ability to communicate effectively with senior leadership, clients, and stakeholders. Attention to Detail: High level of accuracy in all tasks, including documentation, scheduling, and reporting. Problem-Solving Ability: Proactive in identifying and resolving issues before they escalat e. Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), project management tools (e.g., Microsoft Project, Adobe Suite, InDesign), and familiarity with other office technology. Time Management: Ability to handle multiple projects and deadlines without compromising quality or efficiency. Discretion and Integrity: Ability to manage confidential information and demonstrate discretion in all matters. Adaptability: Flexibility to adjust to changing work requirements and the demands of the business. Customer Service Orientation: Exceptional interpersonal skills with a service-focused mindset. Requirements: Bachelor’s degree in business administration, or a related field preferred. 3-5 years of experience in an executive assistant or administrative support role, ideally within a project management or professional services firm. Working Conditions: Some travel is required to support executives at client sites, meetings, or company events. Must have a valid driver’s license and reliable transportation. Salary: Commensurate with experience. Employment Type: Full-Time (Exempt) with some overtime. Work Environment: In person (No Hybrid or Remote). #J-18808-Ljbffr