Engineering Firm Executive Assistant

4 weeks ago

San Antonio, United States VIP Staffing Full time $60,000 - $65,000
Job Description:
  • The Executive Assistant provides high-level strategic and administrative support to the CEO and CFO, as well as the Chief of Staff and Talent and Culture Manager.
  • This position is a high-impact support role and functions as a critical member of the Leadership Team.
  • The ideal individual has the ability to exercise good judgment and critical thinking skills in a diversity of situations. 
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The primary duties and responsibilities of this position include the following:
  • Organize and manage complex and ever-changing calendars and schedules.
  • Manage email accounts and correspond on behalf of executive when requested and appropriate using executive’s communication style
  • Arrange travel and accommodations with strict attention to detail and executive preferences
  • Complete ad hoc projects as assigned – including, but not limited to personal events and/or family needs.
  • Use discretion, confidentiality, and good judgment to handle C-Suite matters.
  • Prepare for and manage meetings, including agendas, speaking notes, meals, other logistics, taking and distribution of minutes
  • Perform client service functions including answering phone calls, directing calls, and answering emails and other inquiries with a respectful and helpful attitude.
  • Assist with candidate interview scheduling efforts via close coordination with Talent and Culture Manager
  • Assist in the planning and execution of client events (such as BBQs and employee events).
  • Strive to anticipate executive action and be two steps ahead of logistical details
  • Proactively take initiative in handling administrative requests and inquires
  • Screen and process executive mail, correspondence, and deliveries
  • Fill-out, process, and prepare all documents for executive signature
  • Be punctual and well organized in all activities
  • Manage all administrative aspects of executive’s community, non-profit board responsibilities and tasks, both business and personal
  • Serve as a caring liaison between direct reports/employees and the executive while promoting positive morale and reinforcing the values and priorities of the executive
  • Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
  • Serve as back up in the absence of Chief of Staff
QUALIFICATIONS:
  • The following qualifications are requirements of the position:
  • Bachelor's degree preferred or 5+ years of related experience required in working in an executive assistant role supporting C-Level executives
  • Experience in the engineering industry preferred
  • Excellent writing, composition, and document formatting skills
  • Experience in arranging meetings and coordinating multiple calendars effectively
  • Strong interpersonal skills and a willingness to work as part of a team.
  • Exceptional verbal and written communication skills and the ability to interact professionally with internal and external stakeholders.
  • Excellent time management skills, with the ability to multitask and meet critical deadlines while maintaining accuracy and quality.
  • Ability to take initiative and work independently and as part of a team.
  • Strong organizational skills and attention to detail.
  • Ability to exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
  • Flexible hours as dictated by the needs of business for projects and meetings.
WORKING CONDITIONS:
  • This position requires night and weekend work (usually remote) on occasion to assist executive with community events, speaking engagements, and travel complications.
PHYSICAL REQUIREMENTS:
  • Must be able to do light lifting during client and employee events 

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