Executive Support - Project Management Operations

Job Description

Job Description

My Next Career Path Staffing – With over 20 years’ experience in Technology Staffing, MNCP Staffing matches candidates to the culture of an organization as well as required skill sets.

Position Summary

We are seeking a highly organized, technically knowledgeable, and proactive professional to provide direct support to a senior executive while assisting with the coordination and management of engineering projects, client relationships, and day-to-day business operations.

This unique position combines the responsibilities of an Executive Assistant and Engineering Project Manager, requiring an individual who can effectively manage executive priorities while understanding technical project requirements, coordinating with engineering teams, communicating with clients and contractors, and ensuring projects and operational priorities continue moving forward.

The ideal candidate will have previous experience within an engineering, construction, architectural, or technical consulting environment, preferably with hands-on project management experience. This individual must be comfortable working closely with executive leadership, attending technical and client meetings, managing multiple priorities, traveling as needed, and proactively identifying and resolving issues before they impact business or project operations.

Here’s what you’ll be doing:

Executive & Operational Support

1. Manage and maintain the executive's daily calendar, appointments, meetings, reminders, and changing priorities.
2. Review and manage daily emails, correspondence, and follow-up items to ensure timely resolution.
3. Anticipate executive needs and proactively address scheduling conflicts, outstanding action items, and operational gaps.
4. Prepare and maintain daily call lists and follow up on pending tasks to ensure completion.
5. Coordinate internal and external meetings, conference calls, client lunches, and business appointments.
6. Serve as a key point of contact for client communications and executive-level coordination.
7. Maintain and update client, business development, and prospective project contact information.
8. Prepare, organize, download, and maintain documents and files for executive review.
9. Assist with letters, reports, presentations, correspondence, and other business documentation.
10. Assist with interview coordination and other administrative activities as needed.

Project Management & Engineering Coordination

1. Assist with managing engineering and building envelope projects from inception through completion.
2. Coordinate and collaborate with internal team members, consultants, A/E professionals, owners, contractors, and other project stakeholders.
3. Assist with the review and production of design and construction documents.
4. Support QA/QC activities during construction, including coordination of submittals, RFIs, inspections, testing, and ongoing field activities.
5. Assist with investigations and analysis of existing buildings and site testing as required.
6. Coordinate project schedules, milestones, meetings, deliverables, and follow-up activities.
7. Organize project and field information to support analysis, problem-solving, and decision-making.
8. Monitor project progress and ensure outstanding action items are appropriately communicated and followed through to completion.
9. Assist with client services, including progress communication, reporting, technical discussions, recommendations, and project closeout.
10. Attend project meetings with executive leadership and/or project teams, including leading or documenting meetings when appropriate.
11. Support business development activities, client relationships, proposals, and prospective project opportunities.

Client & Business Coordination

1. Maintain regular communication with clients, attorneys, consultants, contractors, and other external stakeholders.
2. Coordinate meetings and follow up on outstanding client or project-related matters.
3. Assist with expert witness reports and gathering case-related information in coordination with appropriate internal teams.
4. Create and organize legal case files and supporting documentation.
5. Track case progress, attorney follow-up, and related payments.
6. Draft letters and prepare documents related to business, municipal, project, or legal matters.
7. Support the continued development and maintenance of strong client relationships.

Financial & Administrative Coordination

1. Assist with billing entries, time tracking, and related project financial documentation.
2. Process and coordinate financial documentation and approved transactions as required.
3. Track project-related payments and follow up on outstanding financial items.
4. Assist with purchasing necessary project and office materials.
5. Coordinate shipping and package deliveries, including international shipments.
6. Maintain organized records and documentation related to projects, clients, and executive activities.

Travel, Meetings & Executive Logistics

1. Coordinate business travel arrangements, accommodations, transportation, schedules, and related logistics.
2. Travel with the executive to project sites, meetings, client engagements, and other cities as needed.
3. Provide transportation assistance when required.
4. Coordinate networking events, business functions, reservations, tickets, and other executive engagements.
5. Maintain flexibility to accommodate changes in executive, client, and project schedules.

Qualifications

1. BS in Civil, Structural, Architectural Engineering, or related field from an ABET-accredited university preferred.
2. Minimum of 4–5 years of experience in engineering, construction, building enclosure consulting, project management, or a related technical environment preferred.
3. Previous experience supporting engineering projects and coordinating multiple project stakeholders.
4. Sound knowledge of building materials, field investigation methods, and scientific principles as they relate to building enclosure performance is highly desirable.
5. Experience reviewing or working with project specifications, technical reports, construction documents, submittals, and RFIs preferred.
6. Strong project management, scheduling, organization, and follow-through skills.
7. Demonstrated ability to manage multiple priorities and meet deadlines.
8. Excellent written and verbal communication skills.
9. Strong client-service and relationship-building abilities.
10. Ability to work collaboratively with executives, engineers, architects, consultants, contractors, attorneys, clients, and administrative teams.
11. Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office applications.
12. Ability to learn and utilize project management, billing, and business systems.
13. Must be comfortable working in the field and traveling outside the local area as workload, executive responsibilities, and projects require.
14. Professional Engineering/Architecture licensure or recognized industry credentials such as RRO, RRC, RWC, or similar credentials are a plus.