Executive Assistant

Job Description

Job Title: Executive Assistant

Job Location: Englewood, CO, USA

Reports To: Director, Overhead Services

Employment Type: Full-Time

Required Experience: 6-10 years of proven experience supporting C-suite executives

Required Education: Associate's or Bachelor's Degree

Benefits: Medical, Dental, Vision, STD/LTD, Life, Accidental, 401(k), Flexible Spending Account

Travel Required: Estimated up to 10%

Valhalla Engineering Group is a recognized leader in the architecture and engineering industry, committed to providing innovative solutions to our clients. We are currently seeking a highly organized and proactive Executive Assistant to support our Chief Executive Officer (CEO) and Chief Operating Officer (COO). This role will be integral in ensuring the effectiveness and efficiency of our senior leadership team in a dynamic, fast-paced environment.

Qualifications:

• Minimum of 6-10 years of proven experience in a similar role, supporting C-suite executives.
• Proficient with Microsoft Office applications, including Outlook, PowerPoint, Excel, and Word.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively at all levels of the organization.
• Strong understanding of Federal Travel rules and regulations.
• Ability to anticipate needs, exercise good judgment, and be proactive in problem-solving.
• Strong research, analytical, and organizational skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and ability to prioritize multiple tasks and initiatives effectively.
• Ability to assess situations and demonstrate good judgment when seeking assistance from management.
• Reliable attendance and a strong work ethic.
  
  

Key Responsibilities:

The Executive Assistant will play a key role in supporting the CEO and COO by managing a high volume of administrative tasks, including scheduling, travel coordination, and meeting logistics. This position requires a resourceful, self-starting individual who is collaborative, decisive, and capable of handling a variety of responsibilities, often with changing priorities. In addition to executive support, the Executive Assistant will assist with special projects, office management, and communication with senior leaders throughout the organization. A high degree of discretion, adaptability, and the ability to "Raise the Flag" when issues, bottlenecks, or opportunities for improvement arise, ensuring proactive communication with leadership.

• Efficiently manage the flow of incoming information, ensuring prompt and accurate responses.
• Oversee complex, evolving calendars for the CEO and COO, adjusting logistics and scheduling as needed, while maintaining clear communication with all parties.
• Plan and coordinate domestic travel arrangements, preparing detailed itineraries, and providing real-time support during travel.
• Handle all aspects of meeting logistics, including preparation of materials, ordering of food, and ensuring seamless execution of meetings.
• Maintain confidentiality and exercise discretion when handling sensitive information.
• Attend meetings as needed, take detailed minutes, and follow up on action items.
• Submit and reconcile monthly expense accounts for the CEO, COO, and other Senior Leadership Team members.
• Manage office supplies, snacks, stationery, and oversee office upkeep and housekeeping.
• Research and gather data for various departments and special projects.
• Provide administrative support to A&E staff as required.
• Serve as the primary point of contact for visitors, answering a multi-line telephone system and directing calls as needed.
• Handle incoming and outgoing mail, package delivery, and coordination.
• Assist with government reporting requirements and maintain accurate state registrations.
• Collaborate with leadership, managers and department leads to draft, edit, and review Standard Operating Procedures (SOPs) for various business processes. Ensure that procedures are clearly written, consistent, and compliant with industry standards. Help organize and maintain an SOP library, ensuring documents are up-to-date and easily accessible to relevant stakeholders.
• Assist with special projects as requested by senior leadership.