Executive Assistant

About the role

We are seeking an energetic and motivated Executive Assistant to provide high-level administrative support to the VP of Engineering and Director of Insurance and Risk Management.

Responsibilities

• Provide high-level administrative support to executives by assisting with special projects, managing priorities, and ensuring timely follow-up on key tasks.
• Compile, organize, and distribute information and materials needed for meetings with staff, clients, and external partners.
• Answer and screen phone calls, greet clients and visitors, and coordinate meetings and events.
• Prepare and reconcile expense reports in accordance with company policies.
• Manage general office operations including ordering supplies, maintaining inventory, and ensuring office spaces remain organized and functional.
• Act as a key point of contact for executives by managing calendars, prioritizing communications, and keeping them informed of upcoming commitments and responsibilities.
• Receive and triage incoming communications (emails, calls, memos) on behalf of executives, determine relevance, and summarize or redirect as appropriate.
• Offer hospitality and support to guests, fostering a professional and welcoming office environment.
• Prepare reports, file and organize documents, and perform other general administrative tasks as assigned.

Requirements

• Bachelor’s degree in Business Administration or related field, or equivalent years of experience.
• Minimum of 5 years of experience supporting senior executives.

Skills

• Exceptional verbal and written communication skills.
• Highly organized with a commitment to consistent attention to detail.
• Strong organizational and time-management skills, with a proven track record of efficiently handling multiple projects and priorities.
• Ability to build business relationships and collaborate effectively.
• Ability to thrive in fast-paced, high-pressure environments while maintaining a collaborative and team-oriented approach.
• Deep understanding of office administration practices, clerical processes, and recordkeeping systems.
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and quick to learn new tools and technologies as needed.