Executive Assistant

Executive Assistant Overview

• The Executive Assistant will provide high-level administrative support to the Principal and Director of Operations.
• Collaborate effectively with leadership, staff, clients, vendors, and consultants to ensure smooth operations.
• Maintain professionalism, discretion, and integrity while handling confidential information.
• Utilize strong communication and writing skills for editing, proofreading, and document preparation.
• Adapt to dynamic challenges with resourcefulness and creative problem-solving abilities.
• Contribute to organizational standards and protocols through collaborative initiatives.
• Coordinate travel arrangements and scheduling for operational meetings.
• Work in a hybrid environment with four onsite days and Fridays remote.

Executive Assistant Key Responsibilities & Duties

• Provide administrative support to the Principal and Director of Operations, ensuring efficient workflow.
• Assist with facility security clearance activities and related documentation.
• Maintain logs for business development, contracts, and proposals, initiating drafts as required.
• Coordinate insurance-related documentation and responses to legal proceedings.
• Perform data entry into project management software with precision and accuracy.
• Develop organizational standards and protocols, collaborating with other Principals.
• Schedule and organize meetings with staff and leadership for operational discussions.
• Coordinate travel arrangements and ensure logistical support for business activities.

Executive Assistant Job Requirements

• Bachelor’s degree preferred, with 3-5 years of relevant experience in administrative roles.
• Exceptional communication, organizational, and time management skills.
• Proficiency in Microsoft Office Suite, including Word, PowerPoint, Outlook, Excel, and Adobe Acrobat.
• Experience in Architecture, Engineering, Construction, or Real Estate environments is highly preferred.
• Strong editing, proofreading, and grammar skills for document preparation.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Professional attitude with a collaborative approach to teamwork.
• Adaptability and resourcefulness in dynamic work environments.