Administrative Support

Position Description:

We are seeking a highly reliable, proactive, and exceptionally organized Executive Administrative Assistant to provide comprehensive administrative and operational support to our Engineering Director. The ideal candidate will possess excellent interpersonal skills, a strong problem-solving aptitude, and a keen sense of inquisitiveness to anticipate needs and streamline processes. This role requires a professional who can manage highly confidential information with discretion and has a solid comprehension of business operations within an engineering environment. The Executive Administrative Assistant will play a crucial role in enhancing the Director's effectiveness and ensuring the smooth operation of their office and the broader engineering team.

Skills Required:

• Administrative Assistant

Experience Required:

• Proven experience as an Executive Assistant, Administrative Assistant, or in a similar support role, preferably within an engineering, technology, or corporate environment.
• Exceptional organizational and time management skills with the ability to prioritize effectively in a fast-paced environment.
• Demonstrated reliability and a strong work ethic.
• Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
• Strong interpersonal skills with the ability to build rapport and collaborate effectively with diverse personalities at all levels.
• A proactive and inquisitive mindset, always looking for ways to improve processes and anticipate needs.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with collaboration tools (e.g., Microsoft Teams, SharePoint).
• Demonstrated ability to handle confidential and sensitive information with the utmost discretion and integrity.
• Solid comprehension of general business operations and an eagerness to learn about engineering processes and terminology.
• A strong problem-solver with the ability to think critically and independently.
• Calendar and Schedule Management: Expertly manage and maintain the Director's complex daily calendar, including scheduling meetings, appointments, and conferences, and proactively resolving scheduling conflicts.
• Travel Planning and Arrangements: Coordinate all aspects of domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries and expense reports.
• Meeting and Agenda Coordination: Prepare, distribute, and manage meeting agendas, presentations, and supporting materials. Attend meetings as required to take minutes, track action items, and ensure follow-up.
• Team Communications: Facilitate clear and timely communication within the Director's team and across relevant departments, drafting professional correspondence, announcements, and reports.
• Data Management and Submissions: Compile, organize, and submit weekly data, reports, and other required documentation, ensuring accuracy and adherence to deadlines.
• Information Management: Organize and maintain digital and physical files, ensuring easy retrieval of critical documents and information.
• Confidential Information Handling: Exercise extreme discretion and maintain strict confidentiality regarding all sensitive information, proprietary data, and strategic initiatives.
• Operational Support: Assist with special projects, presentations, and research as assigned, contributing to the overall efficiency and goals of the engineering department.
• Proactive Problem Solving: Identify potential issues and proactively develop solutions, demonstrating initiative and resourcefulness.
• Stakeholder Interaction: Serve as a primary point of contact for internal and external stakeholders, handling inquiries professionally and directing them appropriately.

Education Required:

• Associate Degree
• Bachelor's Degree