Executive Assistant

Serves as Staff Analyst / Administrative Assistant supporting an Executive Director; provides note-taking, tracking, and follow-up support for meetings and leadership communications.
Attends meetings, captures accurate notes and action items, distributes concise meeting minutes and tracks completion of assigned actions to closure.
Tracks and maintains communications and deliverables for the office; ensures stakeholders receive timely updates and required inputs.
Prepares, edits and formats basic written communications on behalf of the Executive Director (e.g., emails, memos, brief summaries, talking points) consistent with leadership tone and guidance.
Conveys guidance and direction from the Executive Director to relevant stakeholders clearly and professionally.
Maintains centralized logs, trackers and status reports for ongoing initiatives; produces periodic status summaries for leadership review.
Coordinates follow-up with internal teams to gather updates, resolve open items and escalate unresolved issues when appropriate.
Creates and maintains organized electronic files and records for office correspondence, briefings, and decision documentation.
Supports preparation of meeting materials and pre-reads (slides, agendas, background notes) for leadership and cross-functional meetings.
Provides ad hoc administrative support to the Executive Director, including simple correspondence routing and basic office requests.
Works under limited supervision and exercises sound judgment in routing issues, protecting sensitive information, and escalating critical matters

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Required Skills & Experience

Prior experience supporting construction management firm.
Minimum 3+ years of experience in a staff analyst, administrative assistant, executive support, or similar role providing direct support to senior leadership.
Strong note-taking skills with demonstrated ability to capture key points, decisions and action items accurately and concisely.
Proven experience tracking actions and follow-up items to completion using trackers or project tools (Excel, SharePoint lists, or similar).
Excellent written and verbal communication skills; ability to draft clear, professional communications and convey leader guidance to varied audiences.
Proficiency with Microsoft Office: Word, Excel, PowerPoint and Outlook.
Strong organizational skills, attention to detail and ability to manage multiple priorities and deadlines.
Trustworthy with handling sensitive and confidential information; exercises discretion and professionalism.
Ability to work independently with limited supervision and collaborate with cross-functional teams.

Nice to Have Skills & Experience

Project Management Experience
Bachelor's degree in Business Administration, Public Administration, Communications, or related field (or equivalent experience).
Experience supporting executive-level leaders (Executive Director, VP or C-suite).
Experience preparing executive briefings, agendas and concise meeting summaries.
Familiarity with collaboration platforms such as SharePoint, Teams, or Confluence.
Experience with basic project tracking tools or simple workflow automation (Smartsheet, Asana, or similar).
Strong customer service mindset and ability to build productive working relationships across the organization.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.