Executive Assistant

At Elecnor Hawkeye, we prioritize our employees by fostering a collaborative, dynamic environment that enables them to reach their full potential. As a leading company in engineering, construction, and infrastructure, we provide solutions for electrical transmission, substations, gas pipelines, and solar facilities. Our goal is to build essential energy infrastructure while supporting the transition to cleaner energy sources. We have established a strong reputation for delivering affordable and safe services, and we remain committed to ensuring customer satisfaction, protecting the environment, and completing projects on time and within budget. We consistently seek ways to enhance our operations, support ongoing growth, and expand our services across the Northeastern and Mid-Atlantic regions and beyond.

The Executive Assistant at Elecnor USA plays a crucial role in supporting the organization's leadership by providing high-level support to the Executive Department in a dynamic, rapidly growing environment. This position serves as a trusted partner, necessitating sound judgment, the ability to anticipate needs beyond standard administrative tasks, proactive execution, and a deep understanding of both operational details and executive priorities. The Executive Assistant will work closely with other executive assistants and corporate teams in Spain, requiring exceptional communication skills in both English and Spanish, as well as the ability to manage multiple time zones. This role also involves leveraging artificial intelligence (AI) tools to enhance efficiency by generating high-quality reports and preparing executive-level communications for quarterly board meetings, monthly leadership retreats, client events, and industry conferences. As the Executive Assistant, you must have a strong presence and the ability to maintain confidentiality while fostering positive relationships across all departments and with external vendors and contractors.

Responsibilities

• Oversee projects by managing priorities and following up on open items to ensure that all deadlines and requirements are met.
• Track and follow up on action items, decisions, and deliverables across all meetings and events
• Ensure timely execution of approvals (contracts, requisitions)
• Prepare comprehensive meeting materials, including presentations, reports, briefings, slide decks, financial summaries, agendas, and pre-reads
• Plan and execute quarterly board meetings, including venue selection, catering, board packet preparation, A/V setup, and post-meeting action item tracking.
• Organize monthly leadership off-sites and closing meetings across finance and operations teams, managing all logistics such as venue booking, transportation, catering, agenda compilation, metrics reporting, and decision follow-up.
• Coordinate all logistics for executive meetings, including venues, itineraries, catering, and audio/visual requirements.
• Attend internal meetings to capture notes and track action items.
• Collaborate with communications and marketing to coordinate corporate outings, industry conferences, and client relations events, including logistics, registrations, and booth materials.
• Manage annual corporate golf outings from start to finish, including course selection, registrations, branded materials, tee time coordination, and sponsor communications.
• Plan and execute client networking events, from venue research and invitation management to day-of logistics and post-event communications.
• Support executive attendance at industry conferences and trade shows, handling registration, travel arrangements, booth logistics, client dinners, and expense reconciliation.
• Reconcile and submit expense reports.
• Input payroll for executives and direct reports
• Maintain corporate memberships, donations, and key records.
• Manage vendor relationships and ensure timely communication with internal and external stakeholders.
• Manage complex, frequently changing calendars and travel arrangements for executives and their direct reports.
• Leverage AI tools and MS Office (especially Excel) to drive efficiency and optimize workflows
• Performs other duties as assigned

Qualifications

• A Bachelor's degree in Business Management, Communications, Administrative Management, or a related field is required.
• A minimum of 7 years of experience supporting C-suite executives or equivalent executive-level administrative experience is required.
• The ability to independently manage projects, handle complex calendars, and arrange detailed travel plans is essential.
• Excellent skills in organizing materials for executive meetings to ensure timely follow-up on important action items and approvals are necessary.
• Strong organizational skills and a detail-oriented, process-driven approach are critical.
• A proactive problem-solver who can anticipate needs and make sound decisions in challenging situations is required.
• Good communication skills are important, as interaction with senior leaders is necessary to manage expectations.
• Diligent and approachable, with a proactive attitude toward engaging internal and external stakeholders, are vital.
• Discretion and professionalism in handling confidential information are essential.
• Advanced proficiency in Microsoft Office, particularly Excel, is required.
• Knowledge of AI productivity tools to enhance efficiency and support strategic business goals is necessary.
• The candidate should be assertive and resilient, able to thrive in high-pressure, fast-paced environments.
• The capacity to manage multiple competing priorities with composure is essential.
• Fluency in Spanish is preferred.

Work Environment & Hazards

• Standard office environment with minimal travel requirements.
• This role is in-person and may involve occasional work beyond standard business hours to meet leadership needs.

Special Physical Demands

• Primarily sedentary role requiring prolonged periods of sitting at a desk and working on a computer.
• May occasionally lift or move up to 15 pounds (e.g., event materials, supplies).

Work Contact Group

• Regular interaction with C-suite executives, all internal departments, external stakeholders, and Board members.
• Requires high EQ, diplomacy, and strict confidentiality.

Elecnor Hawkeye provides a comprehensive benefits package designed to ensure both your physical health and financial security, as well as that of your dependents. Some of the benefits we offer include robust health insurance options, retirement plans, and wellness programs designed to enhance your overall well-being. At Elecnor Hawkeye, we prioritize our employees' health and financial future while helping them achieve these important goals.

Elecnor Hawkeye USA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, marital status, or any other factor that the law protects from employment discrimination.