Executive Assistant - Aviation & Federal (Kansas City)
About the role
The Executive Assistant will provide high-level administrative support to Burns & McDonnell executive leadership. Duties include preparing documents, monitoring expenditures, managing communications, and handling sensitive information.
Responsibilities
- Gather, compile, verify, and analyze information to prepare documents like memos, letters, reports, and presentations.
- Assemble and analyze information involving business plans and financial reports, resulting in the final plan submission.
- Monitor, review, and approve standard expenditures to ensure activities are within established budgets.
- Screen, field, prioritize, and resolve critical issues through inbound communications via phone, mail, and email.
- Prepare a variety of communications including emails, meeting agendas, and meeting minutes.
- Facilitate smooth communication between executive leadership and groups, and internal and external clients.
- Handle sensitive and confidential information.
- Act as Notary Public and notarize various documents.
- Maintain the security and confidentiality of calendars, files, records, and files.
- Manage schedules, appointment requests, and a high volume of calendar meetings and events.
- Manage the logistics of large group events.
- Routine coordination with corporate business partners including internal communications, external communications, Human Resources, finance, etc.
- Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.
- Cook up and conference room management for division meetings and events.
- Arrange conference calls and related conference room set-up.
- Coordinate with IT to ensure A/V equipment is in working order.
- Assist Burns & McDonnell executive leadership with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
- Coordinate department-related issues and complaints, such as operational resources, work stations, space assignments, and supplies, and follow up that resolution has been obtained.
Qualifications
- Bachelor’s degree and 5 years administrative experience supporting senior level executives preferred, or applicable years of experience may be substituted for degree requirement.
- 9 years administrative experience supporting senior level executives strongly preferred.
- Position requires ability to maintain the highest level of discretion and confidentiality.
- Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.
- Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
- Excellent organizational skills, attention to detail, communication skills, and ability to handle multiple tasks.
- Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e., clients, vendors, business partners, community leaders).
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Schedule
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