Executive Administrative Assistant

Job Description

Executive Administrative Assistant

Working for a 100% employee-owned company that highly values employee contributions, you will support the Southeast Division Manager, Directors of Regional Operations and Southeast Leader of Client Development & Marketing of a $1B Engineering Consulting Firm. You will directly support 7 senior leaders using your PowerPoint and Excel skills, coupled with your expert knowledge of personal administrative management. Responsibilities include, but not limited to, scheduling/coordinating travel, preparing memos and other correspondence, preparing PowerPoint and Excel presentations, planning offsite meetings, managing & coordinating priorities & special events, managing expenses, maintaining calendars, problem-solving and running interference for the executives. The direct support experience of senior level executives, as well as organizational detail and communication skills is a must for the right candidate. If you are looking for a professionally challenging position with an opportunity to work independently while utilizing your many years of corporate executive administrative experience, then this is the perfect position for you.

Essential Roles And Responsibilities

• Effectively manage the senior leaders’ calendars to ensure all scheduled meetings are met and a smooth transition between appointments. Proactively monitor schedules to identify and resolve conflicts and inefficiencies.
• Maximize the SE Division leaders’ time by proactively reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• 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.
• Compose non-routine or complex correspondence to respond to requests, explain information, or provide factual information.
• Prepare meeting agendas and coordinate preparation of meeting materials.
• Prepare PowerPoint presentations as required. Excel pivot table knowledge and assembling data will be required in this position.
• Prepare monthly and quarterly KPI progress reports for Senior Leaders. Ability to learn Terracon’s business tools and interpreting data will be required for this position.
• Compile, transcribe and distribute minutes of meetings.
• Make travel arrangements including flights, ground transportation and hotel accommodations for Executives.
• Update and chase delegated tasks to ensure progress to deadlines.
• This position may have some travel requirements but generally travel will be 10% or less.
• Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Provide input and recommendations into relevant administrative policies and procedures for the Division 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 (e.g., taking detailed notes) 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.
• Be responsible for maintaining quality standards on all projects.
• Monitor emails and correspondence of Senior Leaders when they are taking Paid Time Off or Out of the Office for an extended period. Follow-up with action items as needed.
  
  

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.
  
  

Preferred Requirements:

• Advanced level PowerPoint & Excel pivot table skills are preferred.
• Personal organization and communication skills must be on the advanced to expert level.
• Presentation assembly and event coordination skills must be at an advanced level.
• The ability to think on your feet and work independently to resolve problems that arise is a must.
  
  

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.