Executive Assistant

Executive Assistant

Executive & Administrative Support

Manage complex calendars, schedule meetings, coordinate travel, and ensure executive(s) are effectively prioritized.

Serve as a primary point of contact for internal and external stakeholders; screen and manage phone calls, emails, and correspondence.

Prepare agendas, presentations, reports, meeting minutes, and other business documents.

Handle sensitive and confidential information with professionalism.

Provide general administrative support, including document organization, filing, and data entry.

Project & Operations Support

Support Operations and Project Managers with workflow coordination, organization, and protocol adherence.

Manage project data using firmwide databases and assist with implementing new processes.

Prepare and manage project documentation such as contracts, insurance requirements, and logs.

Assist design management teams with data entry and file management.

Coordinate with consultants and accounting teams to support accurate, timely invoicing.

Track project status, invoicing, and scheduling; follow up on deadlines and delegated tasks.

Support local implementation of corporate initiatives and participate in process-improvement efforts.

Team Coordination & Leadership

Organize and support the Project Coordinator team; delegate tasks, oversee deadlines, and solve workflow issues.

Provide training and development support to Project Coordinators.

Build strong working relationships with clients, consultants, staff, and leadership.

Additional Duties

Arrange travel, accommodations, and transportation for executives and occasionally team members.

Coordinate meeting logistics, including venue booking, catering, and A / V setup.

Review and reconcile expense reports.

Assist with special projects and ad hoc assignments.

Maintain executive continuing education and professional licenses.

Create templates and tools to streamline processes.

Qualifications

Education & Experiences

Bachelor's degree in business, management, communications, architecture, or a related field preferred (associate degree accepted).

6+ years of relevant administrative or project coordination experience.

Notary Public certification preferred (not required).

Professional licensure not required.

Skills & Proficiencies

Excellent written and verbal communication skills.

Strong organizational, multitasking, and time-management abilities.

Ability to lead and motivate others while managing competing deadlines.

High level of professionalism, discretion, and confidentiality.

Ability to work independently with minimal oversight.

Strong team ethic and collaborative mindset.

Graphic skills a plus.

Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Adobe Suite experience, including InDesign, preferred.