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Executive Assistant

2 months ago

Albany, New York, United States The LiRo Group Full time
About The LiRo Group

The LiRo Group is a leading provider of construction management, engineering, environmental, architectural, and program management solutions. We are committed to delivering high-quality services to our clients and fostering a collaborative work environment.

Job Summary

We are seeking an experienced Executive Assistant to provide administrative support to our Executive Staff in the Design and Construction department. The successful candidate will be responsible for coordinating administrative activities, providing support to Executive level staff, and maintaining confidentiality and discretion.

Key Responsibilities
  • Act as the point of contact among executives, employees, clients, and other external partners.
  • Manage Executive team calendars, including scheduling, site visits, regional meetings, and external meetings.
  • Coordinate with others to develop PowerPoints, talking points, and other required preparation materials.
  • Assist with organizing all-employee conferences and events.
  • Take meeting minutes/notes and notate action items.
  • Maintain Executive Office supplies and perform support functions such as scanning, copying, and other related tasks.
  • Spearhead All Employee Webinars, including facilitation of preparation meetings, brainstorming for content, and coordination of content and meeting logistics.
  • Organize and set priorities of work to be accomplished on a daily or weekly basis.
  • Calendar and Schedule management, including proactive management of Executives' Calendars to ensure no conflicts and that meetings are declined or rescheduled as necessary.
  • Meeting Room Management, including scheduling meeting rooms, managing meeting room calendars, and coordinating large meetings.
  • Travel coordination, including dates, locations, method of transportation, hotel reservations, itineraries, and presentations.
  • Represent Executive Staff in meetings as appropriate.
  • Prepare correspondence for the signature of Executive level staff.
  • Manage sensitive, confidential information in an appropriate and professional manner.
  • Prepare and/or edit reports, memos, letters, press releases, and other documents using software related to word processing, spreadsheets, databases, and presentations.
  • Work with and provide back-up to other Executive Assistants when needed/required.
  • Complete assigned tasks and responsibilities with little direction and oversight, taking initiative and being proactive in workload management.
Requirements
  • 5 years of comparable experience as an Administrative Assistant or Office Assistant.
  • Advanced knowledge of MS Office, Excel, and Outlook programs.
  • Excellent telephone skills and ability to implement office procedures.
  • Ability to draft letters, prepare specialized meeting materials, and organize meetings.
  • Experience in Microsoft Office Product Suite preferred (Word, Excel).
  • Ensure proper operation and maintenance of office equipment.
What We Offer
  • Competitive Total Compensation Package.
  • Employee-Only Stock Purchase Plan.
  • Mentoring programs.
  • Continuing Education Program.
  • Employee referral bonus.
  • Volunteer/Industry association opportunities.