Executive Assistant

Overview

Support executives with calendar, travel, communications, and admin tasks.

Key Responsibilities

• calendar management
• travel coordination
• meeting scheduling
• document preparation
• stakeholder liaison
• confidential handling

Tasks

As an Executive Assistant at Salas O’Brien, you will play a crucial role in supporting high-level executives and ensuring the efficient operation of the executive office. The successful candidate will possess strong organizational, communication, and interpersonal skills, as well as the ability to handle confidential information with discretion. The Executive Assistant will be responsible for managing executive schedules, coordinating meetings and events, handling correspondence, and providing general administrative support to facilitate the smooth functioning of the executive office. -Draft and edit correspondence, emails, and other communications on behalf of executives. -Arrange and coordinate travel itineraries, accommodations, and logistics for executives. -Collaborate with other administrative staff and departments to ensure seamless operations. -Assist with the preparation of reports, presentations, and other documents. -Conduct research and gather information as needed. -Handle sensitive and confidential information with discretion and professionalism. -Ensure the security and confidentiality of executive office data. -Handle incoming calls and inquiries, redirecting or responding as appropriate. -Manage and maintain executive files and documents. -Proactively manage and prioritize executive calendars to optimize their time. -Anticipate challenges and proactively address issues to streamline executive workflows. -Process travel-related expenses and reimbursements. -Act as a primary point of contact for internal and external stakeholders. -Organize and coordinate meetings, conferences, and special events. -Exercise sound judgment in decision-making and problem-solving. -Support and assist other team members when necessary. -Prepare meeting agendas, take minutes, and distribute relevant materials. -Schedule and coordinate appointments, meetings, and travel arrangements for executives.

Requirements

• deltek vision
• microsoft office
• bachelor's
• executive assistant
• problem solving
• accounting

What You Bring

Third-Party Agency Notice Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day. -Problem Solving: -Ability to multitask and prioritize tasks effectively. -Proficiency in office software (e.g., Microsoft Office Suite). -Detail-oriented with a high level of accuracy. -Proven experience as an executive assistant or similar role. -Experience in accounting/finance. -Proactive and resourceful in problem-solving. -Excellent organizational and time-management skills. -Discretion and confidentiality in handling sensitive information. -Bachelor's degree preferred. -Professional demeanor and strong interpersonal skills. -Previous experience in an executive support role is an asset. -Strong written and verbal communication skills. -Experience with Deltek Vision -Experience interacting with technical staff and outside clients.

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Benefits

Salas O’Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees. After hours availability: Available as needed after hours per the executive(s) that you support and their requirement/need. Travel: Limited The expected base salary range for this role is $75,000-$85,000 per year. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location. -401(k) with company match -Wellness programs and employee assistance resources -Professional development support -Medical, dental, and vision insurance -5 weeks of paid time off and company holidays

About Salas O'Brien

-Firm has grown through strategic mergers and innovation in engineering and technical consulting. -Excels in designing built environments through MEP, structural, civil—and in energy via renewables, decarbonization, and resiliency. -Stacks process design and integration expertise to serve pharmaceutical, food & beverage, utilities, and industrial clients. -Offers advanced solutions including litigation support, digital twins, envelope testing, and automation controls. -Work spans commercial, corporate, hospitality, healthcare, campuses, critical environments, and large infrastructure projects. -Impacted nearly a billion square feet of building space annually and prides itself on seamless delivery—one design, one team.

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