We are seeking a highly skilled, detail-oriented, and proactive Administrative Professional to provide high-level support to the President, Project Management Team, and Project Engineering Department. This role requires exceptional organizational, communication, and problem-solving abilities, as well as the discretion to handle sensitive information. The ideal candidate will demonstrate a strong track record of managing multiple priorities, maintaining professionalism, and thriving in a fast-paced environment.

Key Responsibilities:

Executive Support

• Provide administrative assistance to senior executives, including calendar management and meeting coordination.
• Prepare, edit, and proofread reports, presentations, and business correspondence.
• Serve as a liaison between executives and internal/external stakeholders, ensuring timely and professional communication.
• Organize and maintain both physical and digital filing systems to ensure accessibility and up-to-date documentation.

Office Management

• Oversee day-to-day office operations, including inventory management and coordination of maintenance and supplies.
• Plan and coordinate office events, meetings, and conferences, ensuring seamless logistics.
• Manage incoming and outgoing correspondence, prioritizing time-sensitive materials.

Project Coordination

• Support project teams by tracking timelines, deliverables, and overall progress.
• Maintain up-to-date Certificates of Insurance for all active projects.
• Prepare meeting agendas, document minutes, and follow up on action items.
• Handle confidential project data and documentation with a high degree of discretion.

Client & Vendor Relations

• Interact professionally with clients, vendors, and partners on behalf of executives, ensuring strong relationship management.
• Review and audit Certified Payroll records from subcontractors to ensure compliance with state and local regulations.
• Coordinate client meetings, events, and presentations to deliver a polished and professional experience.

Problem Solving & Decision-Making

• Anticipate and resolve administrative challenges to support smooth daily operations.
• Make informed decisions regarding scheduling, workflows, and resource allocation in the absence of key executives.

Qualifications:

• Minimum 5 years of experience providing high-level administrative support, preferably in a fast-paced corporate or executive environment.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools.
• Outstanding organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, with a professional demeanor.
• Demonstrated discretion and confidentiality in handling sensitive information.
• Ability to work independently and collaboratively within a team environment.
• Strong problem-solving skills and a proactive, solution-oriented mindset.

Work Environment:

• Dynamic and fast-paced office setting requiring flexibility and adaptability.
• Must be able to manage shifting priorities and maintain composure under pressure.