Executive Assistant

Executive Assistant

The Executive Assistant will provide comprehensive administrative and operational support to senior leadership in a small, fast-paced office environment. This role manages executive calendars, coordinates meetings, oversees documentation and records, and supports a wide range of business activities including contracts, billing, proposals, permitting, and employee onboarding. The Executive Assistant serves as a professional point of contact for clients and partners while ensuring that administrative processes run smoothly and deadlines are consistently met.

• Manage executive calendars, coordinate meetings, and maintain scheduling priorities to ensure efficient use of leadership time.
• Prepare, maintain, and organize contracts, insurance documentation, and other business records in both electronic and physical formats.
• Support contract administration activities, including tracking, billing, and documentation management.
• Coordinate employee onboarding processes, including preparation of documentation and organization of training logistics.
• Manage relationships and documentation for subconsultants and external vendors, ensuring accurate records and timely communication.
• Assist in the preparation, formatting, proofreading, and submission of bids and proposals to meet business development and project requirements.
• Track permit applications and coordinate permitting requirements with municipalities and regulatory agencies.
• Utilize Microsoft Excel to create, maintain, and analyze spreadsheets, reports, and project data for operational and project support.
• Provide exceptional customer service and serve as a professional point of contact for clients, business partners, and internal stakeholders.
• Proofread correspondence, contracts, reports, proposals, and presentations to ensure accuracy, clarity, and professionalism.
• Maintain organized electronic and physical filing systems to support easy retrieval of records and compliance with documentation standards.
• Perform notary services as required for contracts and business-related documents, in accordance with applicable regulations.
• Coordinate project-related administrative tasks and support leadership with special projects and ad hoc assignments.
• Monitor deadlines and ensure timely completion of administrative and operational requirements, proactively following up as needed.

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or similar administrative support role.
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.
• Experience working with contracts, billing, proposals, insurance documentation, and permitting processes.
• Strong proofreading skills with excellent grammar and document formatting abilities.
• Excellent organizational and time management skills with strong attention to detail.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• Outstanding written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Professional demeanor with the ability to maintain confidentiality and exercise sound judgment.

• Experience providing administrative support in a small office setting.
• Notary Public certification preferred or willingness to obtain certification.
• Comfort working with municipalities and regulatory agencies on permitting-related tasks.
• Ability to build and maintain positive working relationships with subconsultants and external vendors.
• Capability to support leadership with special projects and project-related administrative tasks.

This role is based in a small office environment with approximately three to four people on site, offering a close-knit and collaborative atmosphere. The position is primarily on-site five days per week, with some hybrid flexibility available if needed. Standard hours are 9:00 a.m. to 4:30 p.m., with openness to staying later based on workload and business needs. The work involves regular use of Microsoft Office tools and interaction with clients, partners, and regulatory agencies, requiring a professional…