Executive Assistant

Job Description: Executive Assistant to Managing Mechanical Engineer

Job Summary:

The Executive Assistant to the Managing Mechanical Engineer provides high-level administrative, organizational, and project support to ensure the efficient and effective operation of the Engineering department and the Managing Mechanical Engineer's daily activities. This role requires exceptional communication, problem-solving, and organizational skills, along with the ability to handle confidential information with discretion. The ideal candidate is a proactive, detail-oriented professional who can anticipate needs and manage multiple priorities in a fast-paced environment.

Administrative Support:

• Manage and maintain the Managing Mechanical Engineer's calendar, including scheduling appointments, meetings, and travel arrangements.
• Screen and prioritize incoming emails, phone calls, and correspondence, responding independently when appropriate.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Organize and maintain electronic and physical filing systems.
• Coordinate and arrange meetings, including preparing agendas, distributing materials, and taking meeting minutes.
• Process expense reports and purchase orders.
• Handle travel arrangements, including booking flights, hotels, and transportation, and preparing itineraries.
• Maintain and update contact lists and databases.
• Assist with the preparation of technical documentation and reports.

Project Support:

• Assist in tracking project timelines and deliverables.
• Gather and organize data for project reports and presentations.
• Coordinate and communicate with internal and external stakeholders regarding project updates.
• Assist with the preparation and distribution of project-related documents.
• Follow up on action items and deadlines.
• Assist in the planning and execution of engineering department events and meetings.

Communication and Liaison:

• Act as a liaison between the Managing Mechanical Engineer and internal/external stakeholders, including clients, vendors, and other departments.
• Communicate effectively and professionally with all levels of the organization.
• Prepare and distribute internal communications.
• Handle confidential and sensitive information with discretion.
• Assist in the preparation of presentations and reports for senior management.

Other Duties:

• Perform other administrative and project-related duties as assigned.
• Anticipate and proactively address the needs of the Managing Mechanical Engineer.
• Stay up-to-date on industry trends and best practices.
• Assist with special projects as needed.
• Maintain office supplies and equipment.

Required Experience and Qualifications

Note: If the prospective hire does not currently own the below experience and qualifications, they must be willing to work towards obtaining them immediately upon being hired.

• Bachelor's degree preferred, or equivalent experience.
• Minimum of 5 years of experience as an executive assistant, preferably supporting a senior-level manager in an engineering or technical field.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple tasks simultaneously.
• Ability to work independently and as part of a team.
• Strong problem-solving and decision-making skills.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with project management tools and software is a plus.
• Familiarity with engineering terminology and processes is a plus.
• Experience with travel arrangements.

Skills

• Excellent communication (written and verbal)
• Exceptional organizational skills
• Strong attention to detail
• Proficient in Microsoft Office Suite
• Time management and prioritization
• Problem-solving and critical thinking
• Discretion and confidentiality
• Project coordination
• Calendar management
• Travel planning

Other Desired Employee Qualifications

• High moral values
• Honest
• Hungry to grow company, team, and self
• Humble (teachable, flexible, selfless)
• High level of social and emotional awareness
• Personable, Approachable, Tactful
• Experience working with NDT equipment
• Project & time management skills
• Leadership skills
• Ability to grow and maintain contact, relationships and trust with past, existing and new clients
• Proactive and self-motivated
• Reliable and dependable
• Professional and courteous
• Adaptable and flexible
• Ability to work under pressure