Executive Administrative Assistant

Job Description
General Responsibilities:
Support the Chief Executive Officer (CEO) of Terracon, a 100% employee-owned engineering and consulting firm. Voted one of Kansas City's best places to work, we strive to be Best at People. Responsibilities for this role include scheduling/coordinating travel, preparing correspondence, scheduling meetings, managing and coordinating priorities, managing expenses, answering phone calls, maintaining calendars, problem-solving and running interference.

Essential Roles and Responsibilities:

• Effectively manage the CEO calendar to ensure all scheduled meetings are met with a smooth transition between appointments. Proactively monitor schedules to identify and resolve conflicts and inefficiencies.
• Conserve CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
• Prepare, edit and process written and verbal correspondence by transcribing, formatting, inputting, editing, and copying text, data, and graphics, while exercising a high degree of discretion and confidentiality. Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the CEO.
• Compose non-routine or complex correspondence to respond to requests, explain information or provide factual information.
• Coordinate preparation of meeting materials including materials for the Executive Committee.
• Assist with planning and meeting arrangements for Leadership Teams.
• Screen incoming calls.
• Research and book complex travel arrangements including flights, ground transportation and hotel accommodations for CEO and others, as needed.
• Update and chase delegated tasks to ensure progress to deadlines while demonstrating soft skills to maintain positive relationships.
• Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Process and reconcile expense reports and time sheets in a timely manner.
• Open, filter and distribute incoming correspondence including mail and emails.
• Welcome guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Process and reconcile expense reports and time sheets in a timely manner.
• Open, filter and distribute incoming correspondence including mail and emails.
• Promote the corporate image by professionally representing the CEO and Terracon internally & externally.
• Provide input and recommendations into relevant administrative policies and procedures for the Executive Services team.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Perform general administrative duties and special projects with constantly moving priorities.
• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning
• Report any safety issues or concerns to management.
• Maintain quality standards on all projects.

At Terracon, a cultural fit is also important. Our safety culture is in the forefront of every task we perform. We live our values of Caring, Courage, Curiosity, Excellence, Integrity, and Prosperity daily. We are looking for a candidate who will embrace our safety and values, enjoys being part of a successful team, conveys a professional demeanor, and isn’t afraid to ask questions and offer a fresh perspective to propose efficiencies. This position will be in the office Monday-Friday.

Requirements:

• Associates degree and a minimum of 10 years’ experience. Or, in lieu of a degree, a minimum of 12 years’ experience.
• Minimum 10-15 years’ administrative experience with at least 5 years’ experience supporting a C-level executive officer.
• Valid driver’s license with acceptable violation history.

About Terracon
Terracon is a 100 percent employee-owned multidiscipline consulting firm comprised of more than 6,000 curious minds focused on solving engineering and technical challenges from more than 175 locations nationwide. Since 1965, Terracon has evolved into a successful multi-discipline firm specializing in environmental, facilities, geotechnical, and materials services. Terracon’s growth is due to our talented employee-owners exceeding expectations in client service and growing their careers with new and exciting opportunities in the marketplace.

Terracon’s vision of “Together, we are best at people” is demonstrated through our excellent compensation and benefits package. Based on eligibility, role and job status, we offer many programs including medical, dental, vision, life insurance, 401(k) plan, paid time off and holidays, education reimbursement, and various bonus programs.
EEO Statement
Terracon is an EEO employer. We encourage qualified minority, female, veteran and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment, or any employee because of race, color, religion, national origin, age, sex, sexual orientation, gender identity, gender, disability, age, or military status.