Executive Assistant

Your Future at M.C. Dean

We're seeking people driven to excellence and inspired to have a meaningful impact powering, automating, integrating, and securing the world's most critical infrastructure and facilities. This translates into fulfilling opportunities for employees driven to excel in a meaningful career. As an employee at M.C. Dean, you will join forces with more than 5,800 professionals who engineer and deploy automated, secure and resilient power and technology systems; and deliver the management platforms essential for long-term system sustainability. Together, we transform the way complex, large-scale systems are designed, delivered, and sustained-enhancing client outcomes, improving lives, and changing the world for the better.

Position Summary:

The Executive Assistant will provide comprehensive administrative and operational support to the Manager, Office of the CEO, working closely to ensure the efficient and smooth functioning of the Executive Office, primarily supporting the CEO. This role requires a highly organized, proactive, and adaptable individual capable of managing complex schedules, coordinating logistics, and handling sensitive information with the utmost discretion in a fast-paced, on-site environment. This is a collaborative role, requiring strong teamwork with the Office Manager and other staff.

KEY RESPONSIBILITIES:

Assist the Office Manager with a wide range of daily administrative duties to support the CEO, including, but not limited to:

1. Calendar Management: Proactively manage the CEO's complex and constantly evolving calendar, prioritizing inquiries and requests while troubleshooting conflicts with little guidance.
2. Meeting & Event Logistics: Coordinate all aspects of executive meetings, including scheduling, distributing meeting materials, reserving, and setting up conference rooms (including AV and virtual meeting platforms), and arranging catering when necessary.
3. Travel Coordination: Arrange frequent complex domestic and international, business, and personal travel itineraries, including flights, accommodations, ground transportation, processing necessary documentation (pet travel forms) and manage changes as needed.
4. Communication Management: Screen and prioritize incoming communications (phone calls, physical mail). Act as a gatekeeper, ensuring the executive's time is used efficiently.
5. Expense Management: Prepare and submit accurate expense reports in a timely manner; process corporate credit card charges, review personal credit card statements.
6. Information Management: Organize and maintain electronic filing systems; handle confidential information with discretion and integrity.
7. Office Operations: Assist with general office duties, including ordering supplies, managing equipment, and coordinating with other departments.
8. Project Support: Assist the executive with special projects, research, and task management as assigned.
9. Anticipate Needs: Proactively identify potential issues and needs of the executive, taking initiative to address them.

QUALIFICATIONS & EXPERIENCE:

1. Education: Bachelor's degree preferred; Associate's degree considered with relevant experience
2. Experience:
   1. Minimum 3-5 years of previous experience supporting a C-suite executive or senior leadership in a fast-paced environment is required
   2. Experience in managing complex calendars and travel arrangements is essential
3. Technical Skills:
   1. Expert proficiency in Microsoft Office Suite
   2. Experience with video conferencing platforms (e.g., Microsoft Teams, Zoom, Google Meet)
   3. Strong internet research skills
4. Required Skills & Competencies:
   1. Proven ability to thrive in a demanding role requiring resilience, adaptability, and a calm demeanor under pressure
   2. Exceptional organizational and time-management skills; ability to prioritize multiple tasks seamlessly with excellent attention to detail
   3. Flexibility and willingness to work outside of standard business hours when necessary to meet CEO needs
   4. A proactive, "can-do" attitude and a commitment to excellence
   5. Excellent written and verbal communication skills
   6. Proven ability to handle confidential information with discretion and maintain the highest level of professionalism
   7. Highly resourceful team player, with the ability to also be extremely effective independently

5. Abilities:

   1. Exposure to computer screens for an extended period of time.
   2. Sitting for extended periods of time.
   3. Reach by extending hands or arms in any direction.
   4. Have finger dexterity in order to manipulate objects with fingers rather than whole hands or arms, for example, using a keyboard.
   5. Listen to and understand information and ideas presented through spoken words and sentences.
   6. Communicate information and ideas in speaking so others will understand.
   7. Read and understand information and ideas presented in writing.
   8. Apply general rules to specific problems to produce answers that make sense.
   9. Identify and understand the speech of another person.