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Company: Woolpert
Position Summary
Executive Assistant will provide high-level administrative support to members of the C-suite and other high-level leaders. This role is responsible for a wide range of activities, including managing complex schedules, coordinating domestic and international travel and various communications, and coordinating strategic projects. This role is an in-office role supporting our Pittsburgh, PA, office with the potential for occasional remote work flexibility based on schedules and planned activities.
Responsibilities
Essential Functions:
- Anticipate and assess the needs of executives to ensure priorities are met, organizational goals are achieved, and business operations run smoothly.
- Organize, prioritize and appropriately handle time-sensitive, confidential information and ensure the action required is addressed in a timely manner.
- Manage executive calendars and schedule meetings.
- Prepare reports, presentations, and meeting materials.
- Coordinate travel arrangements, including international travel arrangements.
- Act as a liaison between executives and internal/external stakeholders.
- Process/manage expense reports and timesheet submissions and approvals.
- Attend meetings as requested and compile meeting minutes and action items.
- Support Board of Directors, Executive Leadership Team, and other executive meetings and all accompanying administrative tasks.
- Organize team communications and plan events, both internal and off-site.
- Handle special projects or other duties as needed.
- Oversee daily office operations, including facility management, catering, mail and deliveries, and supply orders. Help maintain a clean, functional, well-stocked, and pleasant office environment.
Qualifications
Requirements:
- Must have administrative support experience at the senior executive level or equivalent experience.
- Must possess expert Microsoft Office skills, including Outlook, Teams, PowerPoint, Word, and Excel. Skills using Microsoft CoPilot and other AI tools is a plus.
- Must demonstrate a high level of accuracy and strong attention to detail.
- Ability to juggle multiple critical requests.
- Ability to maintain confidentiality of information related to the company and its employees.
- Flexible team player, willing to adapt to changes and unafraid of challenges.
- Ability to build a strong internal network and communicate effectively with a variety of groups, such as senior management, peers, and external clients.
- Ability to maintain a positive and professional demeanor under pressure.
- Accustomed to working in a fast-paced environment.
- Strong written and verbal communication skills.
- Excellent time management skills.
- Occasional overtime and weekend work as required.
- Occasional travel is required.
Unique Benefits
Certified as a Great Place to Work®, Woolpert is one of the fastest growing architecture, engineering, and geospatial (AEG) companies in the world. With over 60 offices and countless projects around the globe, Woolpert makes a real difference at home and abroad. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:
- Diverse experiences: Work on meaningful projects that improve quality of life around the world.
- Freedom to work program: Set your own schedule and location (as appropriate).
- Principal program: Earn the opportunity to become an owner of the firm.
- Unlimited vacation: Take time off when it makes sense for you.
- Career development: Explore a wide range of learning and growth opportunities within and across industries.
- Health, life, vision, and dental insurance: Cover all your medical bases.
- Paid sick time, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more: Choose the benefits that work best for you.
Level up your career with Woolpert. Apply today and join our team to help shape the future of tomorrow!
