Executive Assistant

Overview

Hazen and Sawyer is seeking a proactive and energetic Executive Assistant (EA) to join our Atlanta office. This in-office position will provide high-level administrative support and assistance to the office leadership and other staff (4 days/week, 30+ hours/week). This role requires local travel throughout metro Atlanta and may include short-term travel to conferences / events to support the Atlanta office. Occasional work outside of normal business hours may be required (typically for events).

Why Hazen and Sawyer:

• Founded in 1951 by the son of Allen Hazen (developer of the Hazen-Williams equation), we are an employee-owned company with a singular focus on "all things water."
• Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management.
• We foster a work environment low on bureaucracy and high in creativity.
• We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed.
• We currently have over 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.
• A flexible hybrid work schedule supports today s busy professionals.

• Executive Support
  • Support office leadership team.
  • Coordinate office projections.
  • Write, edit, format, and review correspondence, reports, and other written materials.
  • Coordinate internal and external resources to ensure operations run efficiently.
  • Coordinate schedules to set up meetings.
  • Attend meetings, take notes, and provide meeting summaries.
  • Prepare and submit expense reports for office leadership.
  • Manage the Atlanta office’s Administrative Assistant and serve as a back-up to this role on occasion when needed.
• Operations Support
  • Plan, coordinate, and/or support on- and off-site events, including researching alternatives, coordinating with venues/vendors, and managing logistics.
  • Assist with onboarding new colleagues.
  • Assist in obtaining annual business licenses, corporate dues, and local sponsor ships.
  • Alongside the office’s Administrative Assistant:
    • Serve as point of contact for building management.
    • Ensure office supplies are stocked and organized.
    • Coordinate with IT department for office equipment.
    • Arrange catering for meetings.
• Document Controls
  • Assist with production of technical documents, including writing, proof-reading, formatting, copying, and assembling.
  • Log, organize, and distribute document submittals.
• Marketing and Business Planning
  • Support marketing efforts: coordinate meetings, perform research, and develop marketing materials.
  • Participate in business development meetings, distribute action items, and monitor the completion of tasks.
• Proposal Coordination
  • Assist with proposal development, including coordinating proposal schedule, creating and maintaining project descriptions, preparing and maintaining staff resumes, and helping with copywriting and copyediting.

• Excellent written and verbal communication skills, with the ability to interact with a variety of staff, clients, and vendors.
• Strong multi-tasking skills: ability to organize and coordinate multiple concurrent tasks to completion.
• A strong work ethic, efficient work methods, and excellent attention to detail.
• Ability to take direction and complete tasks with minimal supervision.
• Maintain professionalism with all staff, clients, vendors, and industry stakeholders.
• Maintain confidentiality and handle sensitive information related to the company and its employees with discretion.
• Proficient with Microsoft Office software and an aptitude for learning new software and systems.
• Ability to lift and carry up to 50 pounds on a regular basis.
• A valid Georgia driver’s license with ability to utilize a personal vehicle to travel locally.

• A minimum of 10 years of experience working in an office environment performing administrative duties and providing support to managers and/or company leadership.
• Professional degree or equivalent work experience.

• Comprehensive health benefits (medical, dental, vision, and prescription plans)
• Pre-tax flexible spending plans for medical, dependent care, and transportation
• Short and long-term disability, and employer paid life insurance
• Paid holidays, floating holidays, and paid time off (PTO)
• Employer-contributed 401(k) plan and additional financial planning support
• Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships
• Starting pay range for this position depends on skills, experience, education and geographical location