The Executive Assistant role is primarily responsible for managing and supporting daily administrative tasks within the executive office. This includes managing calendars, handling expenses, drafting correspondence, and organizing travel arrangements. The position acts as a key point of contact for both internal and external communications, requiring professionalism and discretion. Moreover, the Executive Assistant coordinates important meetings and strategic activities, manages documents, and upholds confidentiality. They also provide support for front desk operations and contribute to special projects as needed. Ultimately, the goal of the role is to ensure smooth operations, assist with strategic goals, and maintain a professional environment.
Duties and Responsibilities:
Manage and assist with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
Arrange complex travel itineraries and accommodations for domestic and international trips, ensuring smooth logistics and anticipating any potential issues.
Handle various administrative duties such as composing correspondence, drafting reports, and preparing presentations with precision and attention to detail.
Serve as a primary point of contact for internal and external communications on behalf of the executive office, demonstrating professionalism and discretion in all interactions.
Coordinate high-level meetings and strategic activities with key stakeholders, both internally and externally, ensuring all necessary preparations are made and materials are distributed in advance.
Compile and organize documents for meetings, presentations, and reports, ensuring accuracy and completeness.
Act as an administrative liaison for internal and external commitments, managing scheduling, logistics, and communication to facilitate seamless operations.
Maintain confidential files and contact information with the utmost discretion and integrity, respecting the sensitive nature of the information
Organize meetings, conferences, and other events, both on-site and off-site, to support strategic agendas and objectives.
Manage and Assist with special projects and initiatives as assigned by the executive office, which may involve research, data analysis, and preparing presentations.
Provide support to front desk operations as needed, including answering phones, accepting deliveries, greeting visitors, and assisting with administrative tasks to uphold a professional and welcoming environment.
Required Education, Skills, and Qualifications:
Bachelor's degree in any field from a reputable institution.
A minimum of 3 - 5 years of experience providing support to Executive level management.
Proficiency in computer operations and advanced knowledge of MS Office applications: Word, Excel, PowerPoint.
Ability to work independently and exercise professional discretion with minimal supervision.
Excellent interpersonal communication and relationship-building skills.
Strong decision-making skills and ability to prioritize tasks effectively.
Exceptional time management and comprehension abilities.
Highly resourceful, analytical, and creative problem solver.
Fluent in oral and written English with excellent phone etiquette.
Outstanding organizational skills with meticulous attention to detail.
Proven ability to thrive in high-pressure environments and meet tight deadlines.
Strong team player with a proactive approach and excellent scheduling and coordination abilities.
Willingness to travel occasionally as required.
Certification in relevant areas such as project management or executive assistance would be advantageous.
Experience working in multicultural environments or with diverse teams.
Join our dynamic team!
ESCA is a great place to build a career. If you are looking for an exciting place to work to cultivate and apply your expertise in Structural Design, Civil Engineering, Building Information Management (BIM), and Project and Construction Management services, then ESCA may be the place for you.
In 35 years of operation, our portfolio includes several of the country's most recognizable landmarks, which were undertaken with our clientele consisting of various prominent businesses here and abroad.
Our engineers are proficient in cutting-edge design software, including applications developed in-house and third-party programs such as ETABS, STAAD, SAP2000, MATHCAD, Autodesk Building Design Suite, Autodesk Infrastructure Design Suite, Autodesk Civil 3D and full versions of Autodesk AutoCAD software.