Executive Assistant

3 weeks ago

Chicago, United States Thornton Tomasetti Full time
Thornton Tomasetti applies engineering and scientific principles to solve the world's challenges. An independent organization of creative thinkers and innovative doers collaborating from offices worldwide, our mission is to bring our clients' ideas to life and, in the process, lay the groundwork for a better, more resilient future. We provide support and opportunities to our employees to achieve their full potential and cultivate a rewarding career.

The Role

The Executive Assistant will provide high-level administrative support to the office directors/principals for Chicago and Milwaukee. This role will report directly to the office directors and provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the senior management teams of Chicago and Milwaukee; organizes and coordinates outreach and external relations efforts and assists in overseeing special projects. We are looking for someone that brings creativity and enjoys working in a collaborative team player environment. This role provides and leads support to both internal and external parties with a high level of professionalism, and in a manner that reflects positively on the organization.

Responsibilities

  • Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
  • Manage sensitive matters with a high level of confidentiality and discretion, especially in operations of the company.
  • Maintain a daily calendar of meetings and events.
  • Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for their team and organization.
  • Arrange travel and accommodations for executives. Prepare expense reports.
  • Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
  • Draft and prepare correspondence for internal announcements, board meetings, and organizations that the principal is involved with.
  • Assist in preparing and managing PowerPoint presentations and decks.
  • Be responsive to emails/texts/phone calls, with contact outside normal business hours.
  • Welcome the principal's guests by greeting them, in person or on the phone, answering or directing inquiries.
  • Represent the company and the principles in a positive light through great follow-through skills and sound judgment.
  • Conserve the principals time by reading, researching, collecting, and analyzing information as needed, in advance.
  • Organize complex calendars and schedules; resolving any scheduling conflicts that may arise.

Qualifications

  • Bachelor's degree required.
  • 5+ years of related experience required in working in an executive assistant role, supporting senior leadership.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
  • Excellent communication and time management skills; proven ability to meet deadlines.
  • Commitment to excellence - perform duties at the highest level possible on a consistent basis.
  • Collaborative, proactive, team-oriented experience and approach.
  • Flexible hours as dictated by the needs of business for projects and meetings.

Benefits

Depending on your employment status, benefits may include:
  • Medical, Dental, Vision, Life, AD&D, Disability and other voluntary benefits
  • Flexible Spending Accounts for Medical & Childcare
  • Paid Time Off, Family Leave for New Parents, Volunteer Time
  • Tuition Reimbursement
  • Commuter Transit (where available)
  • 401k retirement savings with Company matching on employee contributions and/or qualified student loan repayments
  • Fitness Reimbursement
  • And other various wellness, diversity/inclusion and employee resource programs and initiatives

Thornton Tomasetti is proud to be an equal employment workplace. Individuals seeking employment at Thornton Tomasetti are considered without regards to age, ancestry, color, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, race, religion (including beliefs and practices or the absence thereof), sexual orientation, military or veteran status, or any other characteristic protected by federal, state, or local laws.

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