Executive Administrative Assistant

Job Description

Job Description

Executive Administrative Assistant

We are seeking a highly reliable, proactive, and exceptionally organized Executive Administrative Assistant to provide comprehensive administrative and operational support to our Engineering Director. The ideal candidate will possess excellent interpersonal skills, a strong problem-solving aptitude, and a keen sense of inquisitiveness to anticipate needs and streamline processes. This role requires a professional who can manage highly confidential information with discretion and has a solid comprehension of business operations within an engineering environment. The Executive Administrative Assistant will play a crucial role in enhancing the Director's effectiveness and ensuring the smooth operation of their office and the broader engineering team.

• Calendar and Schedule Management: Expertly manage and maintain the Director's complex daily calendar, including scheduling meetings, appointments, and conferences, and proactively resolving scheduling conflicts.

• Travel Planning and Arrangements: Coordinate all aspects of domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries and expense reports.

• Meeting and Agenda Coordination: Prepare, distribute, and manage meeting agendas, presentations, and supporting materials. Attend meetings as required to take minutes, track action items, and ensure follow-up.

• Team Communications: Facilitate clear and timely communication within the Director's team and across relevant departments, drafting professional correspondence, announcements, and reports.

• Data Management and Submissions: Compile, organize, and submit weekly data, reports, and other required documentation, ensuring accuracy and adherence to deadlines.

• Information Management: Organize and maintain digital and physical files, ensuring easy retrieval of critical documents and information.

• Confidential Information Handling: Exercise extreme discretion and maintain strict confidentiality regarding all sensitive information, proprietary data, and strategic initiatives. • Operational Support: Assist with special projects, presentations, and research as assigned, contributing to the overall efficiency and goals of the engineering department.

• Proactive Problem Solving: Identify potential issues and proactively develop solutions, demonstrating initiative and resourcefulness.

• Stakeholder Interaction: Serve as a primary point of contact for internal and external stakeholders, handling inquiries professionally and directing them appropriately.

Skills Required:

Administrative Assistant

Experience Required:

• Proven experience as an Executive Assistant, Administrative Assistant, or in a similar support role, preferably within an engineering, technology, or corporate environment.

• Exceptional organizational and time management skills with the ability to prioritize effectively in a fast-paced environment.

• Demonstrated reliability and a strong work ethic.

• Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.

• Strong interpersonal skills with the ability to build rapport and collaborate effectively with diverse personalities at all levels.

• A proactive and inquisitive mindset, always looking for ways to improve processes and anticipate needs.

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with collaboration tools (e.g., Microsoft Teams, SharePoint).

• Demonstrated ability to handle confidential and sensitive information with the utmost discretion and integrity.

• Solid comprehension of general business operations and an eagerness to learn about engineering processes and terminology.

• A strong problem-solver with the ability to think critically and independently.

Education Required:

Associate Degree

Education Preferred:

Bachelor's Degree

Additional Information :

***POSITION IS HYBRID (Monday to Thursday onsite and Friday remote)

G-TECH is a WBENC-certified, women-owned recruitment and staffing firm with over 30 years of expertise in Engineering, IT, and Professional sectors. We partner with Fortune 100 corporations and mid-sized businesses, delivering top-tier talent that fuels innovation. Specializing in contingent staffing, direct placements, and project-based assignments, we craft customized workforce solutions that align with your unique business needs. At G-TECH, we bridge the gap between exceptional professionals and leading organizations, ensuring the right talent powers your success.

Company Description

G-TECH is a WBENC-certified, women-owned recruitment and staffing firm with over 30 years of expertise in Engineering, IT, and Professional sectors. We partner with Fortune 100 corporations and mid-sized businesses, delivering top-tier talent that fuels innovation. Specializing in contingent staffing, direct placements, and project-based assignments, we craft customized workforce solutions that align with your unique business needs. At G-TECH, we bridge the gap between exceptional professionals and leading organizations, ensuring the right talent powers your success.