Corporate Executive Assistant

About ESi

Engineering Systems Inc. (ESi) is an engineering and scientific investigation and failure analysis firm. We primarily work with law firms, insurance companies, and manufacturers on small to large-scale projects to answer any technical questions they have. Our projects can entail investigating major transportation accidents, equipment failures, personal injury claims, and damage to residential or commercial structures. The variety and depth of our project work creates a variety of fulfilling roles at ESi.

What We Can Offer You

• Medical, Dental & Vision
• Life Insurance/Voluntary Life Insurance
• 401k with employer match
• Eligible for Spot Bonus, Merit Bonus, and/or Annual Bonus
• Flexible Time Off (FTO) - encouraged to take 20 days of paid time off/year
• Administrative Skills Training (Online & In-person)
• Pet Insurance
• Work/Life Balance
• 10 paid holidays (9 standard holidays and 1 floating holiday)
• Access to Wellbeats - on-demand fitness & well-being videos
• Full-size gym & personal trainer at the office multiple times a week
• 30-minute fitness break available in addition to 1-hour lunch break
• Wellness Reimbursement
• Business casual dress code and positive working environment
• Continuing education opportunities

About This Role

This position is responsible for providing comprehensive support to the Executive Team and managing calendars, competing deadlines, and support for other important firmwide initiatives. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Executive Assistant serves as the internal and external primary point of contact on many matters pertaining to the senior leadership team. The Executive Assistant must be proactive, extremely detail-oriented, highly organized, and enjoy working in a fast-paced, environment that is mission-driven and results-focused. The ideal individual will have the ability to exercise good judgment in a variety of situations, with very strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities, competing schedules and deadlines, and confidential matters with discretion.

Key Responsibilities:

Executive Administrative Support:

• Schedule & calendar management - gatekeeper and gateway role
• Coordination of schedules, travel, itineraries, and agendas
• Expense reports (Concur)
• Creation of POs
• Organize company initiatives, retreats, conferences, and other special events for the Senior Leadership Team (SLT)
• Supply orders
• Plan, coordinate, and execute all company meetings, senior management retreats, and company offsite meetings
• Board meeting logistics & coordination:
  • Liaison with regional office staff for meeting support (hotels, meals, timing, logistics & IT needs)
• Meeting/interview meal coordination (Prep and clean up) for the Senior Leadership Team
• Record meeting notes for Manager meetings (Technical, ROM, AM, LT) & develops action items and tracks meeting follow-ups.
• Track calendars to ensure action items for the SLT are being met and identify any obstacles or conflicts
• Track calendars to ensure meeting locations are being invited and IT support is in place

Specific Project Support:

• Firm licensure
• Stock Transaction Support
  • Maintains stock management software (Carta) and supporting spreadsheets for stock management and tracking
  • Tracks annual stock transactions, keeping spreadsheets current
  • Sends stock offer correspondence for annual transaction
• Organization, maintenance, and management of corporate rewards programs

Communications Support:

• Writes and produces a variety of media in support of SLT communication and marketing activities, including proposals, case studies, presentations, publications, and videos (script writing)
• In partnership with ESi's communications team, design and execute a corporate communications strategy and assists in drafting presentations, speeches, and company-wide presentations, PowerPoints, and initiatives.
• Corporate Communications - Manager ppts

Special Projects Support:

• Assist with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; compose and prepare correspondence.
• Oversees large, often cross-functional, organization-wide projects or initiatives; brings together important stakeholders and helps drive decisions.
• Support of SLT in their external commitments including service on external boards, committees, and other groups.
• Track high-priority initiatives and action items for the SLT and identifies any obstacles or conflicts
• Under direction, takes on ad hoc strategic projects (for example, executing key initiatives or closing any operational gaps).
• Under direction, defines and researches new ideas and business opportunities on behalf of the SLT
• Create and maintain systems and processes for the SLT to streamline operations.
• Connects teams that are working on similar initiatives and pulls together and teams that require input from multiple areas within the company
• Provides decision support through data gathering, information analyzing, and presenting considerations to relevant stakeholders.

Skills/Abilities or Other Qualifications:

• Exceptional organizational skills and exceptional attention to detail.
• Highly detail oriented, extremely well organized, professional, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
• Proactive thinker able to identify problems before they arise and independently troubleshoot, and problem solve
• Must possess organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Past experience supporting C-Level professionals, required
• Past experience managing personal and private scheduling. Must be able to plan meetings and guide logistics with minimal supervision.
• Exceptional verbal and written communication skills.
• Ability to triage and prioritize tasks.
• Excellent speaking and presentation skills.
• Ability to create and present ideas in a variety of formats.
• Ability to maintain a high level of integrity and discretion in handling confidential information and records.
• Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. Ability to plan and coordinate the implementation of the selected alternative.
• Highly proficient at providing executive-level support.
• Excellent time and project management skills to coordinate and lead a variety of initiatives.
• Ability to deal with everyone in a professional and courteous manner, and to develop and leverage professional working relationships.

Education Qualifications:

• 4-year degree from an accredited college or university is required

Computer Skills:

• Advanced skills in Microsoft suite of software especially Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams.
• Working knowledge of Lists & To Do a plus.
• Ability to leverage Microsoft Teams and SharePoint in a collaborative environment.
• Advanced skills in Adobe Acrobat.
• Proficient in internet research and database programs.
• Ability to work with documents in a wide variety of formats.
• Ability to install peripheral devices and software programs.
• Well-versed in utilizing internet resources to learn new software quickly and efficiently.
• Experience with SAP Concur and 3E firm management software a plus.

Other Skills/Abilities or Other Qualifications:

• Perform other duties as required
• Enjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Deals with clients (both internal and external) in a professional and courteous manner.
• Proactive - looks for new opportunities to provide value to the team. Does not always wait to be asked, anticipates needs, and accomplishes tasks with little to no direction.
• Quick learner - utilizes all available resources to develop skills and asks thoughtful questions.
• Thrives in a fast-paced, constantly evolving environment. Does not get flustered with last-minute changes or requests.
• Detail-oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks with conflicting priorities and timelines.
• Advanced communication skills, both written and verbal. Proficiency in grammar, spelling, and punctuation is required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand; walk and sit on a regular basis.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate. Work is performed in a typical office environment.

• Local candidates preferred - no relocation provided

It is the policy of ESi, as an equal opportunity employer, to attract and retain the best-qualified individuals available, without regard to race/ethnicity, color, religion, national origin, gender, sexual orientation, age, disability, or veteran status. ESi is committed to recruiting, hiring, and promoting people with disabilities, as well as veterans.