Executive Assistant

Since 1955, Nicholson Construction Company has been setting the industry standard for performance and technical innovation in geotechnical construction. We have built our reputation by performing the highest quality work and providing the most innovative solutions on the widest range of demanding and high profile projects. Nicholson is part of a global network of unparalleled geotechnical resources and expertise, specializing in deep foundations, earth retention, ground treatment and ground improvement.

Summary: The Executive Assistant supports Nicholson Construction's executive-level leadership with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.

Essential Functions:

• Provide professional representation for the function.
• Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
• Act as a representative of executive leadership regarding internal and external relations and correspondences and screening communications.
• Coordination of meetings, coordination monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
• Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed. Ensure that executive leadership is informed of priorities, deadlines and challenges.
• Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordination information retrieval.
• Arrange teleconferences, domestically and/or internationally.
• Independently perform special projects that require a combined knowledge administrative needs and technical operations.
• Complete accurate and detailed leadership department expense reporting and other departmental reports.
• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
• Track internal and external contacts and maintain contact database.
• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
• Maintain confidentiality in all aspects of team and company information.
• Operate independently with minimal supervision.
• Provide back-up administrative support to other departments as necessary.
• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
• Other duties as required.

Education & Training:

• Associates degree with a business emphasis required, Bachelor's degree preferred

Experience:

• Minimum of 5 years of experience supporting administrative functions at the executive level preferred

Knowledge and Abilities:

• Advanced experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, Teams, and Outlook.
• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one's own workflow.
• Ability to effectively exercise discretion and judgement in handling confidential/proprietary information
• Ability to anticipate needs, resourcefulness and responsiveness are essential.
• Ability to consistently strive for excellence and exercise good judgment.
• Dependability, dedication, resourcefulness, and independence

Physical Requirements:

• Lift, carry, pull and push at least 40 pounds
• Open filing cabinets and bend or stand as necessary
• Operate in a professional office environment
• Routinely use standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines

Mental Requirements:

• Converse effectively using both verbal and written communication
• Concentrate on tasks
• Demonstrate ability to manage stress and emotions as related to the workplace
• Attention to detail
• Identify and resolve conflict
• Assess safety and risk

Benefits:

• Medical
• Dental
• Vision
• Short Term Disability
• Long Term Disability
• Accidental Death and Dismemberment
• Life Insurance
• 401(k) matching
• Safe Harbor Retirement Plan
• Employee Assistance Program
• Paid Vacation
• Personal days
• Sick days

Nicholson Construction participates in E-Verify.

Please be advised that all interested candidates are REQUIRED to attach a copy of your resume in order to be considered.