Executive Assistant - Operations & Business Development

HRV Conformance Verification Associates•Moon Township, PA

5d•Onsite

About The Position

The Executive Assistant – Operations & Business Development provides high-level administrative and organizational support to HRV’s Executive Vice President and VP of Business Development & Operations Manager. The position is responsible for coordinating executive schedules, meetings and travel; preparing time and expense reports; supporting conferences, trade shows and business development activities; and helping ensure executive commitments, deadlines and follow-up items are effectively managed. The successful candidate will be highly organized, proactive, dependable and professional, with the ability to anticipate needs, manage changing priorities and follow assignments through to completion with limited direction. This position is based at HRV’s corporate office in Moon Township. Responsibilities will vary based on executive schedules, travel, business development activities and company priorities.

Requirements

Three or more years of executive assistant, senior administrative, project administration or comparable professional experience.
Experience supporting executives or senior managers with calendars, meetings, travel and administrative responsibilities.
Experience preparing business expense reports; project-based time and expense reporting preferred.
Excellent organizational, prioritization and follow-through skills.
Strong attention to detail and ability to manage multiple changing priorities.
Strong written, verbal and interpersonal communication skills.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Teams.
Ability to work independently, anticipate needs and exercise sound judgment.
Demonstrated ability to handle confidential and sensitive information appropriately.
Ability to work on-site at HRV’s Moon Township corporate office.

Nice To Haves

Experience supporting multiple executives or senior leaders.
Experience in engineering, construction, inspection, transportation, infrastructure or another project-driven professional services environment.
Experience coordinating frequent or multi-destination business travel.
Experience with project-based timekeeping, expense reporting or ERP/accounting systems.
Experience coordinating conferences, trade shows or corporate events.
Associate’s or Bachelor’s degree in Business Administration, Communications, Management or a related field.

Responsibilities

Manage and coordinate executive calendars, appointments, meetings, conference calls, client visits, project visits, industry events, and other commitments
Schedule internal and external meetings and coordinate availability among executives, employees, clients, consultants, and other outside parties
Monitor calendars proactively to identify scheduling conflicts, travel requirements, upcoming deadlines, and commitments requiring advance preparation
Coordinate meeting logistics, including conference rooms, virtual meeting links, attendees, materials, and other arrangements as needed
Assist executives with organizing and prioritizing day-to-day administrative tasks and follow-up items
Prepare correspondence, spreadsheets, presentations, meeting materials, reports, and other business documents as requested
Maintain a high level of confidentiality when handling corporate, employee, client, project, and financial information
Coordinate executive business travel, including airfare, hotels, ground transportation, rental vehicles and multi-destination itineraries.
Prepare organized itineraries incorporating travel, client meetings, project visits and other commitments.
Research practical travel options considering schedule, cost, location and executive preferences, and adjust arrangements when plans change.
Prepare accurate and timely executive timesheets and expense reports.
Collect and maintain receipts and supporting documentation and properly allocate time and expenses to appropriate clients, projects and accounting codes.
Coordinate with executives, Project Managers, Operations and Accounting to resolve missing information or coding questions.
Track travel confirmations, credits, reimbursements and outstanding time or expense items through completion.
Coordinate HRV participation in conferences, trade shows, association meetings, client events and other business development activities.
Manage registrations, schedules, travel arrangements and event deadlines.
Coordinate shipment and return of booths, displays, marketing materials, promotional items and event supplies.
Maintain a calendar of upcoming conferences, industry events and business development activities.
Ensure executives have appropriate schedules, presentations, materials, contact information and other information needed for events and client meetings.
Assist with scheduling client meetings, lunches, dinners, project visits and other business development activities.
Maintain and monitor executive commitments, deadlines and outstanding action items.
Provide status updates and reminders regarding items requiring executive attention.
Follow up internally and externally to obtain requested information and keep assignments moving.
Assist with special projects and other administrative or organizational assignments as needed.
Serve as a professional and responsive point of contact when coordinating matters on behalf of assigned executives.