What are the responsibilities and job description for the Executive Administrative Assistant (Construction/Engineering) position at Mills Thomas?
Position Summary
The Executive Assistant provides high-level administrative support to senior leadership, ensuring efficient operations and enabling executives to focus on strategic priorities. This role requires exceptional organization, communication, professionalism, and discretion.
Key Responsibilities
Administrative & Operational Support
- Manage complex calendars, including scheduling meetings, appointments, and travel.
- Coordinate domestic and international travel arrangements, itineraries, and expense reports.
- Prepare, edit, and format documents, presentations, and correspondence.
- Maintain organized filing systems—digital and physical.
Communication & Liaison Duties
- Serve as the primary point of contact between executives and internal/external stakeholders.
- Draft and manage email correspondence on behalf of the executive.
- Screen and prioritize incoming communications, requests, and inquiries.
Project & Meeting Management
- Assist with planning, coordinating, and executing meetings and events.
- Track action items, deadlines, and follow-ups for key initiatives.
- Conduct research and compile data for reports, briefs, and presentations.
Confidentiality & Professionalism
- Handle sensitive information with the utmost discretion.
- Demonstrate sound judgment and a proactive, solutions-oriented mindset.
Qualifications
Required
- 10 years of experience supporting senior-level executives or comparable responsibilities.
- Exceptional organizational, time-management, and multitasking skills.
- Strong written and verbal communication abilities.
- High proficiency in office productivity tools (e.g., Microsoft Office, Google Workspace, scheduling software).
- Ability to work independently, anticipate needs, and make decisions autonomously.
Preferred
- Bachelor’s degree in Business Administration or related field.
- Experience in fast-paced or high-growth environments.
- Project management experience.
****Strong preference for candidate to have an Active TS/SCI