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Executive Assistant

4 months ago

King of Prussia, United States Juno Search Partners Full time

Our client, an engineering firm in Montgomery County, is seeking an Executive Assistant to join the team and work directly with & support the COO. This person will be responsible for performing a number of important administrative duties and be the right-hand person to the COO. The successful candidate will be proactive, confident, and able to manage shifting priorities in a fast paced, collaborative environment.


Duties include, but are not limited to:

  • Maintain an accurate and detailed calendar for COO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
  • Track COO’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
  • Organize internal and external meetings for COO, including logistical and substantive preparation.
  • Manage all travel scheduling and arrangements for the Employees.
  • Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner.
  • Demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
  • Provide special project leadership and support as needed.
  • Organize and track contracts.
  • Assist in organizing and renewing Engineering and Firm Licensing.
  • Inventory and manage the safety equipment.
  • Manage the company merchandise program.
  • Plan and organize weekly specialty days for the employees.
  • Conduct preliminary research on a variety of topics; draft materials as needed.
  • Run reports from the management system and provide to the COO.
  • Perform any other relevant duties as assigned.


Qualifications:

  • Detail oriented, organized with proven ability to successfully multi-task.
  • Proficient in MS Office Applications (Excel, MS Word); Pivot Tables.
  • Strong verbal and written English communication skills.
  • Outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high profile individuals externally, as well as collaborate internally.
  • Ability to work in a fast-paced and sometime unpredictable environment; works well under pressure and tight deadlines.
  • Ability to maintain confidentiality and discretion at all times.
  • Experience with domestic and international business travel arrangements, coordinating meetings and tracking credit cards and other expenses.
  • At least a high school diploma or a GED certificate in addition to skills certifications.
  • 5 years' experience as an executive-level administrative assistant. Utility industry experience is a plus.
  • Valid driver’s license.


Juno is an Equal Opportunity Employer that provides equal opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, genetic predisposition or carrier status, or any other characteristic protected by federal, state or local law. The Company is committed to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. It’s expected that all employees are aware of this policy and that they create an environment that’s sensitive and respectful to all individuals.