Executive Assistant

Executive Assistant

Role Overview

Join our team in West Palm Beach, Florida, as an Executive Assistant supporting key leaders within our Geotechnical Services firm. This vital administrative role involves providing comprehensive support to ensure the smooth operation of executive functions. We are seeking a highly organized, proactive, and discreet professional to manage schedules, facilitate communication, and contribute to the overall efficiency of our civil industry operations.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments for executives.
• Arrange domestic travel logistics, including flights, accommodations, and ground transportation.
• Prepare and submit expense reports accurately and in a timely manner.
• Coordinate and prepare materials for meetings, presentations, and conferences.
• Serve as a primary point of contact and liaison for internal and external communications.
• Draft, proofread, and edit various documents, including correspondence, reports, and presentations.
• Maintain organized filing systems, both digital and physical, ensuring confidentiality.
• Assist with office management tasks, including ordering supplies and managing vendor relationships as needed.
• Undertake special projects and assignments as requested by executives.
• Handle sensitive information with the utmost discretion and professionalism.

Required Qualifications

• High school diploma or equivalent.
• Minimum of 3-5 years of experience in an administrative support role, preferably supporting executives.
• Excellent organizational and time management skills with a strong ability to prioritize.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise good judgment.
• Proactive work ethic with a strong attention to detail.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications

• Experience working within the Civil engineering or Geotechnical services industry.
• Prior experience supporting multiple executives simultaneously.
• Familiarity with project management tools or CRM systems.

Benefits

• We offer a comprehensive benefits package designed to support the well-being and professional growth of our employees.
• Benefits may include health and wellness programs.
• Retirement savings options.
• Paid time off.
• Opportunities for professional development.