Executive Administrative Assistant Job at Woolpert, Inc. in Pittsburgh

Overview:

Seeking a new career challenge? Then Woolpert is seeking you! Woolpert is hiring an Executive Assistant to join our dynamic team at our Pittsburgh office. This position reports to the President and is responsible for high-level administrative support. Qualified candidates will have prior experience supporting C-level executives. Priority will be given to candidates who act as a leader to the administration team in standards and processes.

Responsibilities:

As an Executive Assistant at Woolpert, you will:

• Manage executive calendars and schedule meetings.
• Handle confidential information, correspondence, and meetings.
• Prepare reports, presentations, and meeting materials.
• Coordinate travel arrangements, including international travel arrangements.
• Act as liaison between executives and internal/external stakeholders.
• Manage office operations and special projects as needed.
• Process/manage expense reports and timesheet submissions and approvals.
• Attend meetings as requested and compile meeting minutes and action items.
• Arrange Board of Directors and other executive meetings and all accompanying administrative tasks.
• Organize team communications and plan events, both internal and off-site.

Qualifications:

• 10+ years of administrative support experience at the senior executive level or equivalent experience.
• Expert Microsoft Office skills, including Outlook, PowerPoint, Word, and Excel.
• Strong written and verbal communication skills.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.
• Excellent time management skills.
• Strong attention to detail.
• Occasional overtime and weekend work as required.
• Occasional travel required.

Preferred Skills and Abilities

• Understand the preferences and proactively anticipate the needs of executives and others in order to ensure efficient and smooth travel, logistics, and scheduling.
• Prepare presentations and manage all business correspondence.
• Manage inventory of equipment and business supplies.
• Manage information flow, with only the significant issues escalated.
• Present as a leader to the administration team in standards and processes.
• Maintain and refine initiatives for the C-Suite.
• Actively research and promote efficiencies to processes.
• Plan and orchestrate work to ensure that senior executives priorities are met, organizational goals are achieved, and best practices are upheld.
• Assist in compiling data, proofreading/editing emails, completing projects, and preparing presentations, as needed.

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!

Why Woolpert?

Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you'll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.

EOE

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via-email, the internet or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.