Executive Administrator

Executive Administrator

Areas of Responsibilities: Executive Support, Office Administration, HR Coordination, and Operations Support

Location: Memphis, TN

About:

Our client is dedicated to designing and building more sustainable communities, and we are looking for individuals who share their passion and can help them achieve this goal.

The client is a rapidly growing business with a fast-paced environment where everyone is committed to doing all the small things well. They solve big problems with ingenuity and collaboration, and their success is built on the integrity of their people, systems, and outcomes. They welcome dependable, growth-oriented individuals who love challenges and excel at juggling multiple responsibilities. Join them and be part of a team that is exposed to engineering, entrepreneurship, leadership, management, and business opportunities.

Job Overview:

The Executive Administrator will serve as the right hand to the President, providing high-level administrative and operational support to ensure organizational efficiency. This role is responsible for managing the executive's daily workflow, overseeing office administration, and serving as a liaison between the executive office and internal/external stakeholders. The ideal candidate is a proactive problem-solver with exceptional organizational skills, capable of handling confidential information with discretion and managing multiple priorities in a fast-paced engineering environment.

Responsibilities and Duties:

1. Executive Support:

• Calendar & Email Management: Comprehensively manage the President's calendar and email, prioritizing inquiries, scheduling meetings, and handling communication on behalf of the President to ensure time is leveraged effectively.
• Meeting Management: Prepare agendas, take detailed notes, track action items, and ensure follow-up on deliverables to drive accountability.
• Document Preparation: Draft, edit, and proofread correspondence, reports, and presentations, ensuring accuracy and professional formatting.

2. Administrative Operations & Process Optimization:

• Office Systems: Maintain and optimize internal administrative systems, including digital and physical filing, to ensure easy accessibility and security of company records.
• Compliance & Documentation: Assist in maintaining company compliance files, managing certifications, licenses, and ensuring all documentation meets regulatory and industry standards.
• Project Coordination: Support special projects and operational initiatives by organizing resources, tracking timelines, and facilitating communication across teams.

3. HR & Operational Support:

• Recruitment & Onboarding Coordination: Assist with the recruitment process by posting jobs, scheduling interviews, and coordinating onboarding schedules for new hires.
• Employee Records: Maintain accurate employee records and performance documentation, supporting the tracking of reviews and training requirements.
• Training Support: Organize training materials and track employee progress and completion records.

Required Technical and Functional Skills:

• Advanced Organizational Skills: Ability to handle multiple assignments, meet deadlines, and efficiently manage time in a dynamic environment.
• Excellent Communication: Strong written and verbal skills for drafting high-level correspondence and communicating clearly with staff and clients.
• Tech Proficiency: Expert proficiency in Google Workspace (GSuite), MS Office, and Adobe Acrobat. Ability to quickly learn new tools and software.
• Data & Reporting: Working knowledge of performance metrics and data organization to support executive decision-making.
• Discretion & Integrity: High ethical standards with the ability to handle sensitive and confidential information with absolute discretion.
• Self-Motivation: Demonstrated ability to take initiative, work independently, and anticipate the needs of the executive.

Desired Qualifications:

• Experience: Proven experience as an Executive Assistant, Senior Administrative Assistant, or Office Manager. Experience in an engineering or consulting environment is a plus.
• Education: Bachelor's Degree in Business Administration or a related field preferred.
• Tech Savvy: Proficiency with Google Workspace, QuickBooks Online (for light expense/invoicing support), and project management tools like Trello.
• Flexibility: Willingness to occasionally adjust hours to accommodate time-sensitive projects or special events.

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Physical Requirements:

• Stand, walk, or sit, depending on the specific needs of the day (approx. 30% standing/70% sitting).
• Lift or carry items weighing up to 25 lbs.