Executive Assistant, Engineering
About The Position
We are seeking a highly skilled and proactive Executive Assistant to support our Vice President, Engineering. This is more than a traditional administrative role. You’ll be a trusted partner, strategic coordinator, and key contributor operating at the heart of a dynamic, high-profile division. You are Highly proactive with dynamic anticipation of executive's needs. Your work also requires comprehensive experience and skill, and exceptional judgement and discretion. This is an exciting opportunity for an experienced executive support professional who thrives in a fast-paced environment, enjoys managing complex priorities, and takes pride in delivering exceptional administrative and operational support at the executive level.
Requirements
- A certificate or diploma in Business or Office Administration or a related discipline
- Proven progressive experience as an executive administrative professional
- Confident, professional presence with an assertive, engaging interpersonal style
- Excellent interpersonal skills
- Agile decision-making and judgement within a fact paced, dynamic environment, often working with tight deadlines
- Ability to manage and prioritize multiple projects simultaneously while demonstrating composure and confidence
- Superior communication skills, both written and verbal
- Well defined ability to work independently with accountability and discretion
- Strong ability to proactively address issues and resolve problems, making appropriate recommendations and proposing solution alternatives using sound judgement
- Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, OneDrive) and SharePoint
Responsibilities
- Providing proactive, complex, diverse and confidential administrative support while anticipating needs, identifying issues and implementing appropriate solutions
- Applying broad and comprehensive experience, skills and knowledge of organizational policies, practices and procedures to support executive operations and departmental objectives
- Handling highly confidential and critical information with discretion, professionalism and sound judgment
- Assisting with projects and sensitive information, including Board-level materials and executive documentation
- Collecting, preparing and compiling information for executive discussions, meetings and presentations involving Executive staff, external stakeholders and department teams
- Coordinating, creating, editing, reviewing and assembling correspondence, reports, presentations and other executive-level materials
- Arranging department and group meetings, speaking engagements, conferences and large-scale functions while ensuring all necessary information, materials and support are in place
- Acting as a proxy for the executive, as required, while maintaining effective communication with peers, senior leaders and external stakeholders
- Making administrative decisions, managing correspondence, determining priorities and scheduling complex calendar appointments within established guidelines and practices
- Performing complex administrative and project-related tasks requiring the consideration of multiple variables to determine appropriate courses of action
- Coordinating and arranging travel logistics, itineraries and related accommodations
- Managing budgets, invoicing, purchase orders and variance reporting
- Retrieving, sorting, organizing and maintaining essential documents, records and files
- Providing functional guidance and support to lower-level administrative employees, as required
- Working independently under general guidance and supervision while exercising initiative, professionalism and attention to detail
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
