Executive Assistant

Overview

We are seeking an energetic and motivated Executive Assistant to join our company. The Executive Assistant will provide high-level administrative support to the VP of Engineering and Director of Insurance and Risk Management. This role includes answering and screening phone calls, greeting clients and visitors, coordinating meetings and events, preparing reports, and filing and organizing documents. The ideal candidate will be highly organized, detail-oriented, and able to multitask in a fast-paced environment while providing exceptional support to the executive team.  

Responsibilities

 

• Provide high-level administrative support to executives by assisting with special projects, managing priorities, and ensuring timely follow-up on key tasks.
• Compile, organize, and distribute information and materials needed for meetings with staff, clients, and external partners.
• Prepare and reconcile expense reports in accordance with company policies.
• Manage general office operations including ordering supplies, maintaining inventory, and ensuring office spaces remain organized and functional.
• Act as a key point of contact for executives by managing calendars, prioritizing communications, and keeping them informed of upcoming commitments and responsibilities.
• Receive and triage incoming communications (emails, calls, memos) on behalf of executives, determine relevance, and summarize or redirect as appropriate.
• Offer hospitality and support to guests, fostering a professional and welcoming office environment.
• Perform other general administrative tasks and other responsibilities as assigned.

Qualifications

Education and Experience:

• Bachelor’s degree in Business Administration or related field or equivalent years of experience.
• Minimum of 5 years of experience supporting senior executives

Knowledge/Skills/Competencies:

• Exceptional verbal and written communication skills.
• Highly organized individual with a commitment to consistent attention to detail.
• Strong organizational and time-management skills, with a proven track record of efficiently handling multiple projects and priorities.
• Ability to build business relationships and collaborate effectively.
• Ability to thrive in fast-paced, high-pressure environments while maintaining a collaborative and team-oriented approach.
• Deep understanding of office administration practices, clerical processes, and recordkeeping systems.
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and quick to learn new tools and technologies as needed.