Executive Assistant - Operations & Business Development at Inc in Moon Township, PA

Job description

• Title: Executive Assistant - Operations & Business Development
• Department: Corporate
• Location: Moon Township, PA
• Salary Range: $70,000 - $85,000/yr

Responsibilities

• The Executive Assistant – Operations & Business Development provides high-level administrative and organizational support to HRV’s Executive Vice President and VP of Business Development & Operations Manager. The position is responsible for coordinating executive schedules, meetings and travel; preparing time and expense reports; supporting conferences, trade shows and business development activities; and helping ensure executive commitments, deadlines and follow-up items are effectively managed. The successful candidate will be highly organized, proactive, dependable and professional, with the ability to anticipate needs, manage changing priorities and follow assignments through to completion with limited direction. This position is based at HRV’s corporate office in Moon Township. Responsibilities will vary based on executive schedules, travel, business development activities and company priorities.
• Executive Scheduling, Calendar & Administrative Support
• Manage and coordinate executive calendars, appointments, meetings, conference calls, client visits, project visits, industry events, and other commitments
• Schedule internal and external meetings and coordinate availability among executives, employees, clients, consultants, and other outside parties
• Monitor calendars proactively to identify scheduling conflicts, travel requirements, upcoming deadlines, and commitments requiring advance preparation
• Coordinate meeting logistics, including conference rooms, virtual meeting links, attendees, materials, and other arrangements as needed
• Assist executives with organizing and prioritizing day-to-day administrative tasks and follow-up items
• Prepare correspondence, spreadsheets, presentations, meeting materials, reports, and other business documents as requested
• Maintain a high level of confidentiality when handling corporate, employee, client, project, and financial information
• Travel, Time & Expense Coordination
• Coordinate executive business travel, including airfare, hotels, ground transportation, rental vehicles and multi-destination itineraries.
• Prepare organized itineraries incorporating travel, client meetings, project visits and other commitments.
• Research practical travel options considering schedule, cost, location and executive preferences, and adjust arrangements when plans change.
• Prepare accurate and timely executive timesheets and expense reports.
• Collect and maintain receipts and supporting documentation and properly allocate time and expenses to appropriate clients, projects and accounting codes.
• Coordinate with executives, Project Managers, Operations and Accounting to resolve missing information or coding questions.
• Track travel confirmations, credits, reimbursements and outstanding time or expense items through completion.
• Conferences, Trade Shows & Business Development Support
• Coordinate HRV participation in conferences, trade shows, association meetings, client events and other business development activities.
• Manage registrations, schedules, travel arrangements and event deadlines.
• Coordinate shipment and return of booths, displays, marketing materials, promotional items and event supplies.
• Maintain a calendar of upcoming conferences, industry events and business development activities.
• Ensure executives have appropriate schedules, presentations, materials, contact information and other information needed for events and client meetings.
• Assist with scheduling client meetings, lunches, dinners, project visits and other business development activities.
• Executive Follow-Through & Special Projects
• Maintain and monitor executive commitments, deadlines and outstanding action items.
• Provide status updates and reminders regarding items requiring executive attention.
• Follow up internally and externally to obtain requested information and keep assignments moving.
• Assist with special projects and other administrative or organizational assignments as needed.
• Serve as a professional and responsive point of contact when coordinating matters on behalf of assigned executives.

Requirements

• Three or more years of executive assistant, senior administrative, project administration or comparable professional experience.
• Experience supporting executives or senior managers with calendars, meetings, travel and administrative responsibilities.
• Experience preparing business expense reports; project-based time and expense reporting preferred.
• Excellent organizational, prioritization and follow-through skills.
• Strong attention to detail and ability to manage multiple changing priorities.
• Strong written, verbal and interpersonal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Ability to work independently, anticipate needs and exercise sound judgment.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Ability to work on-site at HRV’s Moon Township corporate office.
• Experience supporting multiple executives or senior leaders.
• Experience in engineering, construction, inspection, transportation, infrastructure or another project-driven professional services environment.
• Experience coordinating frequent or multi-destination business travel.
• Experience with project-based timekeeping, expense reporting or ERP/accounting systems.
• Experience coordinating conferences, trade shows or corporate events.
• Associate’s or Bachelor’s degree in Business Administration, Communications, Management or a related field.

Skills

Required

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Teams
• Organizational skills
• Prioritization skills
• Follow-through skills
• Attention to detail
• Written communication
• Verbal communication
• Interpersonal communication

Preferred

• Experience with expense reporting
• Experience with ERP/accounting systems

Benefits

• Competitive compensation
• Comprehensive benefits package, including medical, dental and vision coverage
• Company-paid and/or voluntary life and disability benefits, as applicable
• 401(k) retirement plan
• Paid time off and paid holidays
• Training and professional development opportunities
• Direct interaction with HRV’s executive leadership team
• Exposure to operations, business development, client relations, transportation, infrastructure and quality assurance
• A visible and meaningful role supporting executive priorities, client activities, travel, conferences and company initiatives
• Opportunity to contribute across executive administration, operations and business development rather than serving in a traditional administrative-only role
• Opportunity to expand responsibilities and grow professionally within an established professional services organization with more than 20 years of industry experience