Executive Administrative Assistant

Executive Administrative Assistant

An Executive Administrative Assistant (EA) provides professional complex administrative and advanced support services for consultants and management staff. The EA proactively serves as the primary liaison between the consultant and the consultant's peers, clients, vendors, and other internal and external contacts. The EA utilizes their knowledge of corporate operations, company policy, the organization, personnel, and services to assist consultants, and in navigating a complex work environment.

The EA performs well in a fluid environment and can learn new job skills quickly to put into practice. The EA uses their skills to proactively relieve Consultants & Principals of administrative tasks and coordinates project activities at an advanced level. The EA serves as part of an administrative team covering for other administrative teammates depending on the flow and demands of the job.

Key Responsibilities:

• Project Support:
  Assists with obtaining and submitting relevant information for opening new projects. Assists with new project initiation and related protocol for set-up of project file. Initiates and processes file material; organizes and maintains paper and electronic file systems. Edits and finalizes technical reports, in all formats which may include digital or photo image enhancement, or transcription files. Is responsible for coordinating file production, including copying, organizing and/or scanning file material which may include photo images or photographs, for preparation of deposition/trial materials.
  
  Organizes, indexes, and files electronic material into ESi's standard file structure; material is hosted on internal server and/or SharePoint. Reviews written work product for typographical accuracy, format, conformance with procedures, and internal consistency. Reviews and processes digital media, which involves using software to rename and edit photos and videos. Maintains spreadsheets with important reference information for Consultants. Conducts internal research projects to gather information for the Project Team.
  
  Provides project support to Project Team as requested. Ability to track status of all open/active projects and all deadlines and client needs. Creates One Drive share links to send and receive data with clients.
• Communication:
  Must be very comfortable communicating both verbally and via e-mail with internal departments and external clients. Answers and screens Consultant's telephone calls and voicemails when they are unavailable, if needed. Takes the initiative to locate and connect callers to Consultants, as required or take down relevant information to relay to appropriate recipient. Reads and routes incoming mail, emails, and phone calls.
  
  Must identify and reference the appropriate file number to all incoming correspondence. Monitors and responds to Consultant's e-mail either behind the scenes or on behalf of Consultants. Composes routine correspondence for communication with clients.
• Scheduling:
  Schedules and sets up conference calls and arranges Webinar or teleconference calls using Microsoft Teams. Coordinates Consultant's schedule for inspections and meetings which may include independent laboratory facilities either internally or externally. Takes initiative to add/edit calendar entries; maintain schedules using the office resource calendars. Researches, arranges, and coordinates travel schedules and reservations according to the Consultant's travel preferences. Assists with scheduling inspections and meetings, including independent laboratory facilities either internally or externally.
  
  Responsible for securing the appropriate resources for internal inspections and meetings, such as lab space, conference rooms, and technician support.
• Consultant Support:
  Coordinates travel arrangements for Consultants including logistics of flights, hotels, car rentals, and other reservations as required. Drafts and submits expense reports on behalf of Consultants through SAP Concur. Acts as a liaison with all departments and offices, as well as with clients or vendors, on behalf of the Consultant. Prepares outgoing mail and correspondence, including e-mail and faxes. Maintains Consultant's current CV, testimony lists, certifications, and professional memberships including P.E. licensure.
• Administrative:
  Keeps accurate and timely records of all billable and non-billable time for themselves, and as needed enters Consultant's billable and non-billable time records, and ensures time is submitted prior to organization's internal billing deadlines Reviews WIPS for inconsistencies or errors before Consultants and Accounting receives them, as needed. Initiates collection efforts on behalf of Consultants. Is able to effectively operate telephone, computer, copiers, fax machines, printers, scanners etc.
  
  Reviews and edits monthly billings for accuracy on each project for the designated Project Team prior to invoice generation. Sends invoices to clients and initiates…