Executive Assistant

This position is responsible for providing high-level administrative support to the Engineering and Architecture executives, the Engineering and Architecture Leaders, and the Dallas office. This position will collaborate closely with the Miami HQ Administrative Team in the Eastern Time zone, ensuring seamless communication and support.

• Collaborate closely with the Miami HQ Administrative Team in the Eastern Time zone.

• Provide comprehensive administrative support to the Engineering and Architecture leadership team.
• Organize meetings, conference calls, team events, and travel arrangements.
• Prepare business letters, memoranda, presentations, and other correspondence accurately and promptly.
• Create, revise, and format presentations, spreadsheets, and documents.
• Handle reporting requests, expense reports, and various assigned projects.
• Manage travel and entertainment activities, including processing, obtaining approvals, and submitting for payment.
• Serve as the primary point of contact for the Dallas office, overseeing supply orders, catering, gifts, and visitor reception.
• Establish and maintain documentation and filing processes.
• Prioritize and manage phone calls and emails, providing public relations support, taking detailed messages, and assisting with issue resolution.
• Communicate effectively and solve problems on a daily basis.
• Develop and implement processes for routine office management and supply ordering.
• Troubleshoot standard office equipment in collaboration with IT.
• Coordinate materials for leadership meetings and handle all mailings.
• Cross-train in other areas as required.

• High School Diploma or equivalent is required.
• A minimum of 5 years of office experience in a similar role is required.

Additional Requirements:

• Highly computer proficient, including Microsoft Office, Word, Excel, PowerPoint, and Outlook.
• Must be diplomatic, thorough, customer-service minded, detailed, and professional.
• Ability to interact professionally with all levels of management, division associates, corporate associates, customers, outside entities, etc.
• Impeccable communication, writing, and organizational skills.
• Team player with the ability to work well under pressure.
• Must be able to handle multiple tasks while working under pressure to meet simultaneous deadlines.
• Working knowledge of standard office equipment such as copiers, printers, fax machines, etc.

Physical Requirements:

This is primarily a sedentary office position which requires the Executive Assistant to have the ability to operate computer equipment, speak, hear, bend, stoop, reach, lift, and move and carry up to 25 lbs. Finger dexterity is necessary.

This description outlines the basic responsibilities and requirements for the position noted. This is not a comprehensive listing of all job duties of the Associates. Duties, responsibilities, and activities may change at any time with or without notice.

• The *median base compensation for this position is estimated to be $30 per hour, subject to adjustment based on business-related factors including employee qualifications, geographic location, and operational considerations.
• This position will be eligible for company benefits including medical, dental and vision coverage along with a broad range of supplemental benefits including 401K Retirement Plan, prepaid legal assistance, and more. We also offer paid time off for vacation, sickness, holiday, and bereavement. We are pleased to be able to provide 100% company paid life insurance and long-term disability insurance. This information is intended to be a general overview and may be modified by the Company due to factors affecting the business

• The median amount may be greater or less than the average salary.