Executive Assistant to CEO

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