Executive Assistant – Engineering & Construction Team

Apex is seeking an Executive Assistant to provide professional executive administrative support to the Engineering & Construction leadership team and play an important and substantive role for the company. This position is a blend of office administration and coordination as you provide high-quality administrative assistance to our Executive Vice President – Engineering & Construction, and direct reports (SVP of Construction, VP of Pre Construction) while contributing directly to planning, organizing, and executing on several projects and initiatives that support the Apex team at large. Our ideal candidate is results-oriented and passionate about providing value add support to their assigned team, and growing their career.

This position requires strong communication and organizational skills and the ability to effectively engage with senior team members, other high-profile audiences, and across department lines with a high level of finesse, diplomacy and professionalism. The position requires the ability to present oneself in a highly professional manner, well developed written and oral communication skills, and a responsive, flexible and thorough approach to work. This person must have the ability to instill confidence and work well with a wide variety of people. The work requires a high level of discretion and often requires the use and handling of confidential information

Our ideal candidate is an action-oriented, hard-working team player who can jump in and support projects from a variety of angles. This position requires excellent communication and writing skills as well as the ability to balance priorities and shift needs on the go. A passion for renewable energy is a plus.

Primary Responsibilities

• With a primary responsibility of supporting the EVP and VPs of E&C, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
• Manage professional and personal scheduling for EVP, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
• Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
• Perform administrative and office support
• Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
• Serve as the initial point of contact to visitors, business associates, and others that call upon, visit, or reach out to the E&C team
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Prioritizing requests placed upon executive team from internal and external parties
• Maintains executive’s confidence and protects operations by keeping information confidential
• Provides historical reference by developing and utilizing filing and retrieval systems
• Coordinates with Office Manager to ensure the proper office supply levels, operation of equipment, and building maintenance for executive offices
• Serve as company liaison and planner for external annual events attended by our E&C team and Apex team at large
• Handle special projects as required or requested (e.g., manage purchase requests and reporting, legal matter tracking and reporting, etc.)