Executive Admin Assistant

Location: Salt Lake City, Utah 84111 | Full-time

About the role

The ideal candidate will provide top-level assistance to the high-level chief operating officer. They should be well organized and comfortable scheduling meetings, responding to emails on the executive's behalf, drafting documents, and assisting with meeting preparations.

Responsibilities

• Track and manage upcoming project schedules and deadlines
• Screen incoming emails for executives (flag critical or time-sensitive emails)
• Archive processed/old emails
• Manage calendar including meetings and project deadlines for the team
• Greet clients and vendors
• Coordinate team meetings (schedule with team, locate meeting room, prepare agenda, ensure people are prepared for assignments)
• Prepare project proposals
• Document employee mileage
• Prepare executives' meeting information
• Track professional development hours of engineering staff
• Data entry for project management
• Help obtain contract documents from clients
• Data entry for project profitability analysis
• Preliminary review of product submittals
• Preliminary project quality control review
• Formatting and preliminary editing of specifications
• Prepare monthly expense reports
• Generate monthly billing reports
• Provide general support to the team by assisting with various office responsibilities as needed

Requirements

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with excellent follow-up skills
• Strong written and verbal communication skills

Preferred Experience

• Basic Microsoft Office or 365 (required)
• A/E/C (Architecture/Engineering/Construction) industry experience
• Team experience or handling team tasks
• Data entry
• Project management
• Quick learner of new software
• Contract document maintenance
• Billing processes
• Document formatting
• Previous experience managing a team
• MS Project or Smartsheet

Desired Characteristics

• Ability to handle multiple tasks or multitask effectively
• Excellent communication skills
• Deadline-driven

Work Environment and Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Extended hours and weekend work are sometimes required to meet deadlines