Executive Assistant

We are seeking a highly organized, proactive, and efficient Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to anticipate needs and take initiative. As the Executive Assistant, you will play a critical role in enhancing the productivity and effectiveness of our leadership team.

Key Responsibilities:

• Communication: Serve as a gatekeeper and primary point of contact, managing incoming communications, emails, and phone calls, and responding on behalf of the executives as appropriate.
• Calendar Management: Maintain the executive team's schedules, coordinate meetings, appointments, and travel arrangements, ensuring optimal time utilization and minimizing scheduling conflicts. Track, log (ADP) and add to calendar all employees time off.
• Travel Coordination: Arrange complex travel itineraries, including flights, accommodations, transportation, and visas, while considering preferences and cost-effectiveness.
• Project Support: Collaborate with the executive team on special projects, research, and initiatives, providing valuable insights and support to drive successful outcomes.
• Prioritization and Follow-up: Proactively identify priorities and deadlines for self and executives, ensuring that all relevant tasks are executed promptly and efficiently.
• Corporate Insurance: Serve as first point of contact for insurance and bonding. Acquiring COIs, renewing, submitting audits, etc. Manage COIs for TPS.
• Manage Administrators: Office Admin: Promote tidiness and cleanliness of the office, stock supplies/kitchen, manage marketing materials/ordering.
• Onboarding / Offboarding: Assist in ordering business cards, FR shirts/patches, hard hats, and mail to consultants. Add/remove personnel from insurance.
• Operator Safety Requirements: Keep GDP in compliance with ISN, Veriforce, and all.
• Information Management: Organize and maintain confidential files, documents, and records, ensuring easy accessibility and a well-structured filing system.
• Meeting Coordination: Schedule, prepare agendas, take minutes, and distribute meeting materials for executive-level meetings. Follow up on action items to ensure timely completion.
• Relationship Building: Foster positive relationships with internal teams, external partners, clients, and vendors, representing the executive team professionally and courteously. Write thank you and greeting cards to consultants and customers.
• Ad Hoc Support: Handle miscellaneous tasks as they arise, demonstrating flexibility and adaptability in a dynamic work environment.

Qualifications:

• Bachelor's degree or equivalent experience preferred.
• Proven experience as an Executive Assistant or similar role supporting C-level executives.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and other relevant software.
• Strong organizational and time management skills.
• Ability to handle sensitive and confidential information with discretion.
• Exceptional problem-solving abilities and attention to detail.
• Strong interpersonal skills and ability to work collaboratively with diverse teams.
• Flexibility to adapt to changing priorities and work under pressure.
• High level of professionalism and integrity.