Executive Project Assistant

POSITION OVERVIEW

Title: Executive Project Assistant

Company: GeoKinetics

Supports: Founder and Principal Engineer

Reports to: Administrative Manager

Location: Nashville, TN

ABOUT GEOKINETICS

Applied GeoKinetics, LP is an environmental and geotechnical firm specializing in environmental and geotechnical engineering services, construction defect litigation consulting services, construction quality control, and methane testing and vapor mitigation. Their team provides thorough consultations and effective plans to take care of geotechnical, environmental, and construction needs. They have various professionals on staff, including engineers, geologists, environmental specialists, engineering technicians and support staff members.

GeoKinetics primary office is located in Irvine, California. However, this position is based in Nolensville, Tennessee – just south of Nashville. The position involves providing on-site support for the Founder and Principal Engineer of the company.

POSITION SUMMARY

The Executive Project Assistant (EPA) will provide critical support for the Principal Engineer and major shareholder of GeoKinetics, Glenn Tofani, by handling a variety of administrative functions and projects to keep Glenn focused on what matters most. The EPA will enhance Glenn's effectiveness by providing information management support with an intentional, creative, and strategic mindset. This position requires experience working directly with executives, a knack for excellence, attention to detail, and balance of tenacity and empathy. The ideal candidate possesses systems thinking, strong prioritization and organization, and proactive identification of support needs in a fast-paced environment. The EPA will be someone who approaches work innovatively and analytically, with the desire and grit to practice and grow their project management skills.

PRIMARY RESPONSIBILITIES

Provide comprehensive administrative support

• Assist in management of founder’s inbox; draft and be responsive to emails on his behalf in a timely manner
• Manage and maintain founder’s calendar, ensuring all appointments and events are confirmed with proper preparation materials, as needed
• Answer and route phone inquiries
• Maintain and monitor office supplies and inventory in Nolensville office
• Order food and meals during business hours
• Provide proactive communication to ACT/GeoKinetics colleagues for upcoming work and projects to mitigate last-minute fire drills

Assist in project management, research, and client communication

• Retrieve records and conduct research for litigation and consulting projects, including rainfall data, property profiles and government records
• Partner with GeoKinetic’s Project Coordinator to schedule and route field workers and delegate assignments
• Proof and review reports and documentation
• Liaise with accounting to track billing for projects
• Organize and maintain digital and physical project files
• Create photo-docs in Word and PDF
• Provide support to the founder by managing, prioritizing, or redirecting responses for incoming communications and requests; manage Founder’s external contacts and relationships, when needed

KEY QUALIFICATIONS

• At least 5 years of professional experience supporting senior (VP or C-level) executives with a desire for more growth and development beyond the Executive Assistant role
• Experience with calendar management, scheduling, travel arrangement, expenses, email management, meeting coordination and other administrative best practices
• A desire to learn new systems, tools, and best practices for greater productivity
• Continuously exhibit personal integrity, professional initiative, independence, and self-starting abilities
• Reliable, follows through on commitments, and does not turn away from new challenges
• Must be organized, detail-oriented and able to multitask; is eager to clarify ambiguous situations and approaches work with confidence and assertion
• Demonstrates a commitment to accuracy by delivering high-quality work and focus on the details
• Have strong interpersonal, verbal, and written communication skills
• Ability to work independently as well as collaboratively with others
• Can approach work creatively and strategically with the desire to develop skillset in business acumen and grow into more strategy- and/or operations-focused role
• Proficiency in Word, Excel, and Adobe is a big plus

SALARY

$90,000 - $100,000

BENEFITS

Health / Dental care, vacation days, sick days, 401k in accordance with GeoKinetics’ standard benefits package.

DIVERSITY, EQUITY, AND INCLUSION

We know that innovation thrives on teams where diverse points of view come together to solve hard problems.  As such, we explicitly seek people who bring diverse life experiences, diverse educational backgrounds, diverse cultures, and diverse work experiences.  Please be prepared to share with us how your perspective will bring something unique and valuable to our team.

Job Type: Full-time

Pay: $90,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person