Senior Executive Assistant

At Cumming Group, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, as reflected in our top 20 rankings in ENR. With over 50 offices globally, an extremely diverse project portfolio, and double-digit year-over-year revenue growth, the opportunities to make your mark are limitless!

The Senior Executive Assistant plays a pivotal role in providing comprehensive administrative support to senior executives within the organization. This position requires a high level of professionalism, discretion, and organizational skills to effectively manage the complex and dynamic needs of senior leadership. Key responsibilities include managing calendars, coordinating meetings and travel arrangements, facilitating communication, and assisting with strategic planning initiatives. The Senior Executive Assistant serves as a trusted liaison between the executive team and internal/external stakeholders, handling sensitive information with integrity and confidentiality. Strong problem-solving skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment are essential for success in this role. The Senior Executive Assistant collaborates closely with other administrative staff to ensure seamless execution of administrative processes and contributes to continuous improvement efforts within the organization.

Essential Duties & Responsibilities:

• Executive Support: Provide comprehensive administrative support to senior executives, including managing schedules, coordinating meetings, and handling correspondence. Act as a primary point of contact for internal and external stakeholders, exercising professionalism and discretion in all interactions.
• Calendar Management: Manage complex and dynamic calendars for senior executives, balancing competing priorities and scheduling demands. Coordinate meetings, appointments, and travel arrangements, ensuring timely and efficient utilization of executive's time.
• Travel Arrangements: Arrange complex travel logistics, including flights, accommodations, and transportation, for senior executives and their teams. Anticipate travel needs, handle last-minute changes, and provide detailed itineraries and instructions.
• Expense Management: Review, track, and reconcile expense reports for senior executives, ensuring compliance with company policies and guidelines. Process invoices, payments, and reimbursements accurately and in a timely manner.
• Meeting Facilitation: Prepare agendas, presentations, and materials for meetings, conferences, and events. Attend meetings as required, take minutes, and follow up on action items and decisions to ensure timely execution.
• Event Planning: Organize and execute the annual leadership summit for 225+ team members, including venue selection, agenda development, logistics coordination, swag, and attendee management. Ensure a successful and engaging event that aligns with organizational goals and fosters leadership development and team cohesion.
• Board of Directors Support: Prepare board of directors packets, including meeting agendas, reports, and presentations. Coordinate with internal stakeholders to gather relevant information and ensure timely distribution of materials. Attend board meetings as required, providing administrative support and assistance to board members.
• Communication Coordination: Facilitate effective communication between senior executives and various stakeholders, including team members, clients, and partners. Screen and prioritize emails, phone calls, and inquiries, responding on behalf of the executive when appropriate.
• Team Coordination: Collaborate with other administrative assistants and support staff to coordinate team activities, projects, and events. Delegate tasks as needed and ensure smooth execution of administrative processes across the organization.
• Strategic Planning: Assist in the development and implementation of strategic initiatives and projects. Conduct research, gather data, and prepare reports to support decision-making processes. Anticipate needs and proactively identify opportunities to enhance efficiency and productivity.
• Confidentiality & Discretion: Handle sensitive and confidential information with the utmost discretion and integrity. Maintain confidentiality in all communications and interactions, adhering to company policies and guidelines.
• Document Management: Organize and maintain documents, files, and records in both physical and digital formats. Ensure accuracy, completeness, and accessibility of information, and implement efficient filing and retrieval systems.
• Problem Solving: Anticipate challenges and proactively identify solutions to address them. Exercise sound judgment and discretion in resolving issues and making decisions on behalf of senior executives.
• Continuous Improvement: Stay updated on industry trends, best practices, and tools related to executive assistance and administrative support. Seek opportunities for professional development and contribute to process improvements within the organization.

Knowledge & Skills Required:

• Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
• Strong communication skills, both written and verbal, with a high level of professionalism.
• Possess the ability to effectively "manage up," anticipating the needs and preferences of the executive and proactively providing support and solutions.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to handle sensitive and confidential information with integrity and discretion.
• Adaptability and flexibility to accommodate changing priorities and work demands.
• Strong problem-solving skills and attention to detail.
• Ability to work independently with minimal supervision and as part of a team.
• Positive attitude, proactive mindset, and willingness to take on new challenges.

Preferred Education and Experience:

• Education: Bachelor's degree or equivalent work experience providing high-level administrative support to executives or senior management.
• Experience: Minimum of 3 years of experience as a Senior Executive Assistant or supporting the C-Suite in a mid-size fast-paced organization.

Cumming Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.