Executive Assistant Job at Paragon Structural Engineering in Plano

Executive Assistant
Job Description

Take the next step in your career with a premier DFW based structural design and forensic engineering firm in Plano, TX that provides the personal atmosphere of a small company with the benefits of a large company. Paragon Structural Engineering is seeking an experienced Executive Assistant that will primarily support the Principal Engineer (Owner). Other essential duties include representing the firm to clients over the phone, email, and/or in person; managing a very dynamic schedule; assisting with committee meetings; coordinating travel, registrations and license renewals. Characteristics of the successful candidate will include: a high sense of urgency, diligence in their duties, focused on a dynamic environment where collaboration is crucial and extremely organized for on-going projects and assignments.

 Direct Responsibilities

• Providing primary executive administrative support to the firm’s Principal; providing secondary ad hoc support to the leadership team.
• Maintaining Principal’s dynamic appointment schedule by scheduling meetings, teleconferences, conferences, lunch meetings, and travel through real-time updates.
• Maintaining Principal and other engineer’s CV, Bio, Company certifications, and Licenses
• Optimizing Principal’s time by managing meetings, in-bound telephone calls, work time and drafting letters and documents
• Monitoring Principal’s schedule, meetings, and communication by tracking associated timesheet entries and details and updating in real-time.
• Working with the Managing Director and Business Development Director to create and/or manage special projects as needed (career fairs, seminars, etc.)
• Assisting management team with calendaring single and recurring company meetings
• Coordinating with other administrative colleagues as the need arises.
• Other duties as assigned

Requirements

• 5+ years of experience as an Executive Assistant for a C-Suite level Executive or Company Owner.  10+ yrs experience preferred.
• Experience in billable service time industries a plus
• Engineering or technical business experience a plus
• Proficient in Microsoft Office, especially in Excel
• Excellent verbal and written communication skills
• Detail oriented with superior organizational skills
• Good problem solver and critical thinker
• Adaptable and able to multitask
• Professional attitude and strong work ethic
• Ability to work in a fast-paced environment
• Mastery of scheduling fluid calendars with multiple meetings and events to meet the demands of the firm and to fulfill our clients’ needs

Experience in an engineering or construction environment, while possibly helpful, is not required.  We are a high computer-use office, so being comfortable and skilled at general computer, phone, and tablet use really sets you up for success. Some months are busier than others, so successfully managing a fluctuating workload, while staying organized, is a must to help us meet our clients’ deadlines.

Bonus Points

• Basic SharePoint skills and knowledge
• Proficiency in Adobe and/or Bluebeam

Location

• In-Office (Plano, TX)