Executive Assistant

Job Description

Job Description

Civil Science is looking for a highly organized and proactive Executive Assistant to join our team in our St. George, Utah office. The ideal candidate will have exceptional attention to detail, outstanding organizational skills, excellent problem-solving abilities, and the capacity to multitask in a fast-paced environment while handling confidential information with professionalism. This position plays a vital role in streamlining executive workflows, enhancing productivity, and fostering professional relationships with internal and external stakeholders.

Responsibilities :

• Provide comprehensive administrative and strategic support to directors, including appointment management, travel arrangements, and coordination of leadership meetings to ensure seamless operations.
• Oversee and manage director calendars, carefully prioritizing appointments, engagements, and strategic meetings to maximize efficiency and productivity.
• Draft, proofread, and prepare professional correspondence, reports, presentations, and other confidential documents with exceptional accuracy and attention to detail.
• Serve as a trusted liaison between directors, executives, leadership teams, employees, and external stakeholders, ensuring clear communication and seamless coordination of tasks.
• Assist in the preparation, organization, and execution of board meetings, leadership discussions, and key business presentations, ensuring all materials are comprehensive, accurate, and well-prepared.
• Handle sensitive information with the utmost discretion, ensuring confidentiality and professionalism in all interactions.
• Conduct in-depth research and deliver data-driven insights, reports, and summaries to support directors in decision-making, strategic planning, and business initiatives.
• Plan, coordinate, and manage company-wide events, leadership retreats, special projects, and executive off-sites to foster team collaboration and engagement.
• Track, document, and follow up on action items, ensuring the timely completion of projects and initiatives while maintaining organized and accurate records, which will be regularly reported to directors.
• Maintain and optimize executive filing systems, document management, and record-keeping processes to enhance accessibility, organization, and data security.
• Attend key leadership meetings, take detailed notes, and facilitate follow-up actions with both internal and external resources.
• Screen and prioritize telephone calls, incoming mail, and other correspondence, ensuring timely and appropriate responses while managing urgent matters with discretion and professionalism.
• Perform various administrative duties as assigned, adapting to the evolving needs of the organization while ensuring efficiency and attention to detail in all tasks.

Qualifications :

Why Join Civil Science?

About Civil Science

Civil Science isn't just another engineering firm—we're a 100% employee-owned company with over 40 years of expertise and a bold vision for the future. Our team of talented engineers, surveyors, planners, and technicians partners with clients across the public and private sectors to deliver innovative and impactful solutions.

At Civil Science, we believe in investing in our people. As an employee-owner, you'll enjoy unmatched opportunities for leadership, mentorship, and career growth, all within a culture that values collaboration, excellence, and entrepreneurial spirit. If you're ready to join a firm that's shaping the future of civil engineering, we'd love to have you on our team!

Candidates must have a valid driver's license and be able to pass both a criminal background check and driving record review.

Civil Science evaluates and determines on a case-by-case basis whether it is willing to sponsor an individual to receive a temporary or permanent work visa (e.g., E-3, H-1B, H-1B1, or TN visa status).

Civil Science provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.