Executive Assistant

Job Description:

POSITION SUMMARY

The Executive Assistant provides high-level administrative, operational, and project support to the President, SVP, People and Culture, COO, and Senior Leadership Team. This position serves as a trusted, confidential resource, coordinating executive priorities, managing time-sensitive communications, preparing materials, tracking follow-up items, and supporting key business initiatives. The successful candidate must be highly organized, proactive, and dependable, able to work independently with sound judgment, discretion, and professionalism.

As a visible representative of executive leadership, this role is expected to model the Veit Way and demonstrate professionalism, responsiveness, and sound judgment in interactions with employees, leaders, clients, vendors, and other stakeholders.

• Independently manage and prioritize competing executive requests, calendars, deadlines, and deliverables while balancing business urgency, confidentiality, and leadership priorities.

• Manage complex calendars, schedules, meeting logistics, and travel arrangements for executive leadership with a high degree of accuracy and responsiveness.

• Anticipate executive and organizational needs and proactively prepare materials, information, agendas, communications, and follow-up items with minimal direction.

• Oversee and coordinate strategic projects, ensuring alignment with business goals, on-time execution, and appropriate follow-through with internal and external stakeholders.

• Manage relationships with travel partners and related vendors, continuously seeking opportunities to improve efficiency, service quality, and cost savings.

• Manage reimbursements, travel card reports, and other financial processes for senior leaders and company owners, in accordance with company procedures.

• Act as a liaison between senior leaders and internal and external stakeholders, ensuring clear communication, timely responses, and appropriate follow-through on key initiatives.

• Prepare reports, presentations, correspondence, summaries, and meeting materials that are clear, accurate, professional, and tailored to the intended audience.

• Attend leadership meetings, coordinate agendas, document discussion items, capture meeting minutes, track decisions and action items, and follow up with relevant stakeholders.

• Lead or support special projects and process improvement initiatives to enhance operational efficiency and advance executive priorities.

• Maintain the highest level of confidentiality and exercise discretion, sound judgment, and professionalism when handling sensitive information about business, leadership, employees, or the company.

• A bachelor's degree in Business Administration, Management, Communications, or a related field is preferred; an equivalent combination of education and relevant senior-level administrative or operational support experience may be considered.

• Seven or more years of experience providing administrative, operational, or project support to executive leaders; experience in construction, engineering, or related fields preferred.

• Uses discretion and sound judgment to prioritize work, recommend next steps, coordinate follow-up, and allocate when appropriate.

• Strong organizational, project coordination, and follow-through skills, with the ability to manage confidential, time-sensitive, and high-visibility work in a fast-paced environment.

• Excellent written and verbal communication skills, including the ability to prepare polished communications, reports, presentations, and meeting materials.

• High level of discretion, professionalism, judgment, and integrity in handling confidential information and in interactions with senior leadership, employees, owners, clients, vendors, and other stakeholders.

• Ability to anticipate needs, think critically, identify potential issues, recommend practical solutions, and follow through to completion.

• Experience planning and coordinating meetings, events, travel, logistics, technical requirements, and communications for senior leaders.

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and related collaboration tools.

• Experience supporting a president, CEO, COO, owner, executive team, or senior leadership group.

• Experience coordinating leadership, board, client-facing, or company events, including related travel, logistics, technical…