Executive Assistant

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Executive Assistant

McMillen, Inc is seeking an Executive Assistant to support daily operations in a fast-paced engineering and construction environment. This role is ideal for a highly organized, proactive professional who enjoys variety in their workday and thrives under pressure. The Executive Assistant will act as the ultimate gatekeeper, managing global logistics, high-end client hospitality, and executive meetings.

Who we are: McMillen, Inc. designs and builds solutions that shape the future of water resources. As an employee-owned firm, we take pride in every project because we know our work truly matters. Our people thrive on solving complex challenges, pushing boundaries, and refining their craft. We don't look for the complacent or the comfortable. We seek problem solvers, innovators, and experts who are always striving to be better. We support continuous learning, cutting-edge technology, and a balanced work-life environment so our employees can build careers they're proud of.

We are focused in the dams, energy, fisheries, natural resources, and infrastructure markets. With staff across the United States and Canada we bring global best practices to our clients. Our people integrate engineering, environmental, and construction expertise to deliver practical, results-driven outcomes. From concept to completion, projects are guided through feasibility studies, permitting, design, construction, and commissioning, ensuring technical precision and real-world functionality.

Responsibilities: include the following. Other duties may be assigned.

• Coordinates complex, multi-leg domestic and international travel arrangements.
• Books commercial and chartered flights, FBO ground transportation, and hotel accommodations.
• Creates comprehensive and flexible travel itineraries that align with executive preferences and loyalty programs.
• Proactively manages flight changes and handles travel disruptions.
• Manages dynamic, overlapping calendars for up to 5 C-suite staff, preventing conflicts and prioritizing high-level strategic commitments.
• Prepares and edits board-level documents, presentations, reports, and agendas.
• Reconciles complex credit card statements and process individual detailed expense reports for C-suite staff.
• Act as liaison between the executive team and internal departments, board members, and external clients as appropriate.
• Protects the confidentiality of highly sensitive corporate, financial, and strategic information.
• Assists with meeting preparations by ensuring executives have all briefing materials and presentation decks.
• End-to-end execution of corporate events, including sourcing venues, negotiating contracts, arranging audio-visual setups, and managing catering.
• Plans and executes client entertainment, including meals and VIP sporting event experiences, ensuring a white-glove experience from start to finish.
• Track event budgets, process invoices, and reconcile corporate credit card statements for all associated travel and hospitality.
• Travels to and attends client and corporate events to ensure execution.
• Regular, predictable attendance is required.
• Ability to get along and work effectively with others.

Qualifications:

• Associate's degree (A.A.); or five to seven years related administrative experience supporting C-level executives in a fast-paced corporate environment; or equivalent combination of education and experience.
• Proficient in Microsoft 365, including PowerPoint, SharePoint, Forms, and Teams; and Smartsheet.
• Exceptional verbal and written communication skills with a polished, professional demeanor, and ability to interact professionally across all levels of the organization.
• Strong problem-solving skills with the ability to exercise sound judgement under pressure and pivot rapidly, without direct supervision.
• Outstanding organizational skills with the ability to manage multiple tasks, prioritize, and meet deadlines in a fast-paced environment while maintaining exceptional attention to detail and accuracy.

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 the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability.

While performing the duties of this job, the employee is frequently required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Must be able to travel with luggage and be able to transport materials and personal overnight supplies. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Compensation Package:

• Pay Range: $27.86 - $41.33 hr. (DOE)
• Benefits: McMillen provides a full Benefits Program comprising medical, dental, vision, life, disability, FSA, EAP, HSA, 401(k) and match, 9 paid holidays, generous PTO, opportunity for stock ownership, and wellness reimbursement.

EEO: McMillen, Inc. is an EEO/Affirmative Action Employer and will make all employment related decisions without race, color, religion, sex, national origin, disability or protected veteran status.

Visa sponsorship, including renewal during employment, will not be provided for this position.

No recruiters, please.