Executive Assistant

Overview

We have an immediate need for an Executive Assistant in Albany, NY.

 

Come join our team! We are looking to build services and capabilities through the growth of our key asset- our staff. Ranked among the nation's top A/E firms by Engineering News-Record, LiRo-Hill provides construction management, engineering, environmental, architectural, and program management solutions. You can become part of an organization that has a strong track record and is looking to strengthen relationships and capabilities to be a trusted resource for our clients in the public and private sector. We are proud to be known as an “Integrated Construction, Design and Technology Solutions” firm and we have delivered on that label time and again.

 

Recently, Global Infrastructure Solutions Inc. (GISI), the parent company of The LiRo Group and Hill International, Inc. consolidated a portion of the highly experienced staff of both LiRo and Hill in the Northeast to create a larger, more efficient, and cost-effective team to serve clients.  LiRo-Hill is a 1100-person firm with offices in NYC, Long Island, Buffalo, Rochester, Boston and Metro Park, NJ.

 

The client for this project is the NYS Office of General Services (OGS).

Please provide references upon resume submission. 

Responsibilities

This position will provide direct assistance to the Executive Staff of Design and Construction. This position will work closely with other Executive Assistants in D&C, coordinating administrative activities for the Executive Office, provide support to Executive level staff, and will have frequent contact with representatives at all levels, including: D&C staff, the Office of the OGS Commissioner, the Governor’s Office; other State and Federal agencies, consultants and contractors.

• Act as the point of contact among executives, employees, clients, and other external partners.
• Receive and screen telephone inquiries, responding directly to inquiries or referring them to appropriate staff as necessary.
• Manage Executive team calendars to include day-to-day scheduling, site visits, regional meetings, Division meetings, external meetings. Coordinate with others to develop PowerPoints, talking points, and any other required preparation materials.
• Assist with organizing all-employee conferences and events.
• Take meeting minutes/notes and notate action items.
• Maintain Executive Office supplies, perform support functions such as scanning, copying, and other related tasks.
• Spearhead All Employee Webinars – to include facilitation of preparation meetings, brainstorming for content to be covered, coordination and gathering of content, and running the meeting when it is presented.
• Organize and set the priorities of work to be accomplished on a daily or weekly basis.
• Calendar and Schedule management – proactively manage Executives Calendars to ensure there are no conflicts, that meetings are declined if unable to attend, or rescheduled if necessary.
• Meeting Room Management - Schedule meeting rooms, manage meeting room calendars to handle conflicts as they arise with scheduling. Responsible for coordinating large meetings – room location, tables and chairs, food, IT, managing reservations, agenda, etc.
• Travel – coordinate all travel for Executives to include dates, locations, method of transportation, hotel reservations, itineraries, and presentations. Assist with reconciliation of travel expenses.
• Represent Executive Staff in meetings as appropriate.
• Prepare correspondence for the signature of Executive level staff.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Prepare and/or edit reports, memos, letters, press releases and other documents using software related to word processing, spreadsheets, databases and presentations.
• Work with and provide back-up to other Executive Assistances when needed/required.
• Complete assigned tasks and responsibilities with little direction and oversight. Take initiative and be proactive in workload management.
• Other duties as assigned.

 

Qualifications

• Shall possess (5) years comparable experience as an Administrative Assistant or Office Assistant.
• Individual must have advanced knowledge of MS Office, Excel and Outlook programs, be able to attend job meetings and prepare accurate minutes, draft correspondence for review, create simple calculating spreadsheets and print out reports as required.
• Must have excellent telephone skills and be able to implement office procedures.
• Ability to draft letters, prepare specialized meeting.
• Organization of meetings including scheduling, distribution of agenda and of minutes of the meetings.