Executive Assistant

Executive Assistant

Prime Partners Engineering, LLC is a full-service project management, design engineering and dry utility consulting firm. The company has expertise in all aspects of electrical distribution design including residential and commercial projects, utility system improvements, solar, and complex network design. The firm’s founding members have over thirty years combined experience working in project management and design oversight to effectively manage capital projects from initiation to close. We believe in providing the highest level of quality to our clients and continually strive to exceed customer expectations.

Job Description:

Job Summary: An Executive Assistant (EA) will provide support to the two founding members of Prime Partners Engineering. The EA plays a crucial role in enhancing efficiency and productivity, managing administrative tasks, coordinating schedules, providing smooth communication within and outside the organization ensuring founders can focus on strategic decision-making and growth opportunities. The qualities for the EA are as follows: highly skilled, trustworthy, discreet, energetic, ability to anticipate issues and needs, excellent communicator (verbal and written), strong prioritization and organization, genuine desire to help, ability to adapt.

Key Responsibilities:

Calendar Management:

• Skillfully protect—not just manage—founders' calendar.
• Schedule and coordinate meetings, appointments, and travel arrangements for executives.
• Ensure that executives are well-prepared for meetings by providing necessary documents and information in advance.

Communication Management:

• Manage incoming calls, emails, and other forms of communication, filtering and prioritizing messages.
• Draft, edit, and proofread documents, reports, and presentations on behalf of executives.

Administrative Support:

• Organize and maintain executive files and records.
• Handle expense reports, reimbursements, and other financial tasks.
• Order office supplies and equipment as needed.
• Assist in the preparation and distribution of internal and external communications.

Travel Arrangements:

• Plan and coordinate travel itineraries, accommodation, and transportation for executives.
• Ensure travel arrangements align with the executive's preferences and company policies.

Meeting and Event Coordination:

• Arrange and set up meetings, conferences, and special events.
• Prepare meeting agendas, take minutes, and distribute follow-up materials.

Information Management:

• Maintain confidentiality of sensitive information and handle it with discretion.
• Keep executives informed of important deadlines, tasks, and priorities.

Project Support:

• Assist in managing special projects and initiatives as assigned by executives.
• Collaborate with other team members to ensure project goals are met.

Technology Proficiency:

• Be proficient in office software (e.g., Microsoft Office, Google Workspace) and other relevant tools and systems.
• Troubleshoot basic technical issues and liaise with IT support when necessary.

Relationship Management:

• Build and maintain positive relationships with internal and external stakeholders.
• Act as a point of contact between executives and other team members or departments.

Time Management:

• Prioritize tasks effectively to meet deadlines and address urgent matters promptly.
• Manage multiple tasks and requests simultaneously.

Office Administration :

• Manage daily office operations, including mail intake, distribution, and organization.
• Ensure timely and accurate sorting, delivery, and processing of incoming and outgoing mail and packages.
• Maintain office supplies inventory, anticipate supply needs, and place orders as necessary.
• Coordinate and schedule appointments, meetings, and conferences, including room setup and equipment arrangements.
• Oversee the maintenance of office equipment, including printers, copiers, and fax machines.
• Assist in organizing company events, such as holiday parties and team-building activities.
• Manage office facilities, including coordinating repairs and maintenance as needed.
• Responsible for plant care, including watering, pruning, and ensuring a healthy office environment.
• Maintain confidentiality and discretion in handling sensitive information and documents.
• Collaborate with other departments to ensure seamless office operations and communication.
• Perform other administrative tasks and duties as assigned by management.
• Organize group lunch, employee snacks, birthday desserts

Qualifications and Skills:

• Bachelor's degree or relevant administrative certifications are often preferred but not always required.
• Proven experience as an Executive Assistant or in a similar administrative role.
• Excellent organizational and time-management skills.
• Strong verbal and written communication abilities.

• Proficiency in using office software and other relevant tools.
• Discretion and ability to handle confidential information with care.
• Exceptional attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Adaptability and the ability to work in a fast-paced environment.
• Professional demeanor and strong interpersonal skills.

An Executive Assistant is a vital member of our organization, acting as the right hand to executives and helping to ensure that their daily operations run smoothly. This role requires a high degree of professionalism, efficiency, and adaptability.

Prime Partners Engineering is an Equal Opportunity/Affirmative Action Employer. All qualified candidates will be considered for employment regardless of race, sex, gender identity, color, religion, disability, protected veteran status, age, or any other characteristics protected by law.

COVID-19 considerations:
Although these are very challenging times due to COVID-19, Prime Partners continues to meet all the needs of our clients. We do so while taking all the necessary safety precautions for our staff and our clients. Our staff have been provided necessary PPE.

Job Type: Full-time

Pay: $60,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime

Application Question(s):

• Do you consider yourself to be highly skilled, trustworthy, discreet, energetic, ability to anticipate issues and needs, excellent communicator (verbal and written), strong prioritization and organization, genuine desire to help, ability to adapt? Explain.

Experience:

• Executive administrative support: 1 year (Required)

Work Location: In person