Executive Assistant to CEO/President

Job Summary: The Executive Assistant at Dawood Engineering provides comprehensive administrative support to the President/CEO, ensuring the smooth operation of daily activities and effective communication within the organization. Responsibilities include managing the CEO's schedule, coordinating travel arrangements, handling correspondence, and facilitating collaboration between senior management and departments.

Key Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the President/CEO, acting as the primary point of contact and managing daily activities.
• Manage the CEO's calendar, scheduling appointments, meetings, and events to optimize time management and coordination.
• Handle all correspondence, letters, and documentation for the CEO, prioritizing confidentiality and accuracy.

Meeting Coordination and Communication:

• Attend management meetings and accurately document minutes, following up on action items with senior management to ensure timely execution.
• Serve as a liaison between the CEO and senior management/directors, facilitating effective communication and collaboration throughout the organization.

Travel Coordination:

• Coordinate CEO's travel arrangements, including flights, accommodations, and transportation, optimizing efficiency and comfort, when requested.
• Occasionally handle CEO's personal travel arrangements as requested.

Regulatory Compliance and Licensing:

• Track and renew PE licenses for CEO across applicable states, ensuring compliance with regulatory requirements.
• Manage the submission and renewal of Applications for State Certificates of Authority, maintaining compliance with regulatory standards.

Vendor Negotiation and Contract Management:

• Negotiate contracts and agreements with vendors, securing favorable terms and rates for services such as hotel accommodations.

HR and Staff Management:

• Collaborate with HR to update and revise organizational charts, reflecting changes in staffing and reporting structures.
• Recruit, hire, and train administrative staff, conducting year-end evaluations to ensure performance standards are met.

Document Management and Quality Control:

• Oversee quality control of external correspondence and manage document management retention processes administratively.

Policy Development and Relationship Building:

• Develop and promote policies fostering positive interactions between administrative staff and other personnel.
• Cultivate strong relationships with cross-functional teams and departments to facilitate effective collaboration and problem-solving.

Personal Assistance:

• Serve as a personal Assistant to the CEO for non-corporate matters, demonstrating flexibility and discretion in handling various tasks.

Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent organizational and time management skills
• Strong communication and interpersonal abilities
• Attention to detail and high level of accuracy
• Ability to multitask and prioritize effectively
• Proactive problem-solving skills
• Discretion and confidentiality in handling sensitive information
• Team player with a collaborative mindset
• Adaptability to changing priorities and environments