[Hiring] Executive Assistant @Lemartec

Role Description

The Executive Assistant is responsible for providing high quality, timely executive assistance to multiple Vice Presidents and other leaders as assigned. These tasks require a significant level of trust and self-discipline/confidential discretion. Tasks will include moderate to advanced difficulty requiring excellent clerical skills in multiple areas.

Responsibilities

• Provide comprehensive administrative and organizational support to multiple Vice Presidents and other executive leaders.
• Manage complex calendars, appointments, meetings, conference calls, and events, including coordinating schedules across multiple offices, projects, and time zones.
• Anticipate scheduling conflicts and proactively resolve competing priorities to ensure executives are prepared for key meetings and commitments.
• Coordinate meetings and prepare agendas, presentations, reports, meeting materials, and other executive communications.
• Arrange domestic and international business travel, including flights, hotels, ground transportation, itineraries, and related logistics as needed.
• Prepare and organize executive correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain organized and confidential electronic and physical filing systems and executive records.
• Screen and respond to telephone calls, correspondence, and other communications in a professional and confidential manner, escalating matters appropriately.
• Serve as a professional point of contact and liaison between executive leadership and internal departments, project teams, clients, subcontractors, vendors, and other external stakeholders.
• Assist with the coordination and execution of executive meetings, leadership meetings, company events, conferences, and other organizational initiatives.
• Support the planning and execution of company leadership events and business functions, including coordinating logistics, materials, communications, and schedules.
• Prepare, process, and reconcile corporate credit card transactions and expense reports for designated executives in accordance with company policies and procedures.
• Assist executives with tracking action items, deadlines, follow-ups, and other commitments to ensure timely completion.
• Notarize documents and apply company seals when authorized and requested.
• Assist with special projects, presentations, reports, and administrative initiatives as assigned by executive leadership or other departments.
• Coordinate with internal departments such as Human Resources, Finance, Legal, Information Technology, Operations, and Project Management to facilitate executive needs and business initiatives.
• Handle sensitive, confidential, and proprietary information with the highest degree of discretion and professionalism.
• Maintain awareness of company policies, procedures, organizational structure, and business operations to effectively support executive leadership.
• Perform other duties and responsibilities as assigned.

Qualifications

• Associates degree (A.A) or equivalent from two-year college or technical school.
• Five to seven years related experience and/or training or equivalent combination of education and experience.
• Proficiency in Microsoft 365 Suite and all MasTec systems that are relevant to the support of Executive roles.
• Exceptional confidentiality, ability to respectfully handle and resolve conflict, and demonstrated courtesy and professionalism with all levels of the organization.
• Ability to stay extremely organized and successfully navigate competing priorities, strategic shifts, and organizational change.
• Write reports, business correspondence, and procedure manuals.
• Effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
• Compute rate, ratio, and percent and draw and interpret bar graphs.
• Common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Deal with problems involving several concrete variables in standardized situations.

Requirements

• Compensation $75,000-$95,000+ / year, commensurate with experience.
• Competitive pay with ongoing performance review and merit increase.
• 401(k) with company match & Employee Stock Purchase Plan (ESPP).
• Flexible spending account (Healthcare & Dependent care).
• Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children.
• Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance, Weight Management Drug Discount.
• Discounted National Gym Membership Network.
• Paid Time Off, Paid Holidays, Bereavement Leave.
• Military Leave, including Benefits Continuation.
• Employee Assistance Program.
• Short and long-term disability, life insurance, and accidental death & dismemberment.
• Voluntary life insurance, accident, critical illness, and hospital indemnity coverage.
• Emergency Travel Assistance Program.
• Group legal plan.