Executive Administrative Support

Executive Administrative Specialist

We have an exciting opportunity for an Executive Administrative Specialist with a fast-growing Engineering firm. This position plays a critical role in ensuring the smooth and efficient operation of administrative functions within the organization. This position is responsible for managing a variety of clerical and organizational tasks that support executives, project teams, field operations, and corporate departments. This role requires coordinating communication between internal teams and external stakeholders, maintaining accurate records, and facilitating compliance with industry regulations. By providing comprehensive administrative support, the specialist enables the organization to meet operational goals and deliver reliable services to customers. Ultimately, this position contributes to the overall effectiveness and productivity of the company by streamlining processes and supporting key business functions.

Essential Duties :

• Act as primary executive for the president of the company and the executive team.
• Manage daily administrative tasks including scheduling meetings, coordinating calendars, and organizing travel arrangements for team members.
• Prepare, review, and maintain documentation such as contracts, reports, and correspondence to ensure accuracy and compliance with company policies.
• Manage corporate phone lines including answering incoming calls, providing information to callers as well as routing calls to appropriate personnel or departments.
• Serve as a liaison between internal departments and external partners, facilitating clear and timely communication.
• Maintain and update databases and filing systems to ensure information is current and easily accessible.
• Assist in the preparation of presentations, proposals, and project documentation to support business development and operational initiatives.
• Coordinate logistics for company events, training sessions, and safety meetings to promote team engagement and compliance.
• Support procurement processes by tracking orders, managing vendor communications, and processing invoices.
• Support corporate IT group with equipment logistics as needed.
• Monitor and report on administrative metrics to identify opportunities for process improvements.
• Process monthly corporate and cash expenses in cloud platforms and accounting software (e.g. Concur).
• Contributes to team by accomplishing related requests as requested.

Required :