The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
Executive Support
- Manage and maintain complex calendars for the AVPs, including scheduling meetings and resolving conflicts.
- Coordinate meetings, logistics, room reservations, virtual meetings, and distribution of materials.
- Attend meetings and prepare agendas, meeting minutes, action items, and follow-up communications.
- Screen incoming calls, emails, and correspondence; prioritize requests and route inquiries appropriately.
- Prepare correspondence, reports, presentations, spreadsheets, and other business documents. Handle sensitive and confidential information with discretion.
- Track assignments, deadlines, and follow-up actions.
- Perform special projects and administrative duties as assigned.
Administrative & Departmental Support
- Maintain organized electronic and paper filing systems and records.
- Support administration of departmental timekeeping and personnel records as required.
- Coordinate onboarding logistics and technology requests.
- Assist with planning departmental meetings, training sessions, and staff events.
Project & Client Support
- Assist with preparation and distribution of project-related reports and presentations.
- Serve as an administrative liaison between Engineering, Capital Projects, and stakeholders.
- Respond to routine inquiries regarding departmental services and processes.
- Support coordination and tracking of project documentation and approvals.
Minimum Qualifications
- Bachelor's degree or equivalent combination of education and experience.
- Minimum three years of experience providing administrative or executive support to senior leadership.
- Demonstrated experience managing complex calendars and coordinating executive-level meetings.
- Experience preparing meeting minutes and tracking action items.
- Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.
- Excellent organizational, communication, and interpersonal skills.
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