Executive Assistant

At McLaren Engineering Group, we believe it is the optimal mix of talent, experience, passion and creativity that sets an engineering firm apart from its competition. The successes experienced by our Clients through their projects have proven that we can bring any thought, vision or daydream to fruition. There are no limitations, no boundaries, to the engineering challenges McLaren can meet.

POSITION TITLE

Executive Assistant


LOCATION

Woodcliff Lake, NJ

 

OVERVIEW

Reporting to the President, the Executive Assistant provides general support to the Executive Team in administrative and some project-related capacities.

 

RESPONSIBILITIES

• Scheduling - Proactively manages the C-suite executive staff schedule with an understanding of shifting priorities. 
• Arranges and manages business travel for the executive staff as needed. 
• Manages professional licenses held by executive team members ensuring renewals happen in a timely manner. 
• Coordinates and provides logistical support for meetings and special projects, including agendas, meeting participation and minutes.
• Ensures all incoming emails, phone calls and other communications with the executives are responded to and handled confidentially, professionally and in a timely manner. 
• Supports the coordination of information flow between team members.
• Drafts written communications, as requested, and ensures that correspondence is accurate and timely, seeking review and concurrence from appropriate staff. 
• Manages and reconciles all purchases made with company issued purchasing card, including supplies, dues, subscriptions, event needs and other purchases. 
• Assists with preparation of project reports and spreadsheets with information and data as requested by executive staff.
• Ensures Division/Office is consistently using correct forms and templates on all correspondence and project related documents (i.e. Letters, reports, transmittals). 
• Assist team with other administrative duties such as preparing weekly project updates and reporting, following-up and closing-out action items, creating and distributing contact lists, PowerPoint presentations, etc.
• Sets up proposals for new opportunities, including entering information into Deltek Vision to ensure it is accurate, and coordinates their entry and review process up through time of issuance. 
• Submit Certificate of Insurance (COI) requests to Accounting when requested by Client or Project Manager.
• Prepare new project start-up documents per project and quality procedures, including assisting with the development of work plans and level of effort cost estimates.
• Work with project teams to identify and define project requirements, scope and objectives.
• Assist Project Managers with preparing detailed project schedules and milestones, evaluating project cost forecasts, commitment data and labor productivity reports.
• Create and maintain comprehensive project documentation, contracts, subcontracts, forms, insurances, etc. as well as track and ensure compliance with contract requirements. 
• Able to read, interpret and work with multi-discipline reports. 
• Prepare and process project documents such as transmittals, submittals, requests for information, etc.
• Assist with phone coverage.
• Other duties as assigned.

 

REQUIREMENTS

• Bachelors degree preferred
• Possess a minimum of 8 years of administrative experience
• Ability to prioritize work effectively
• Adapts well to changing plans and priorities; comfortable dealing with ambiguity
• Maintain confidentiality and use discretion at all times
• Ability to multi-task effectively
• Excellent interpersonal skills and attention to detail
• Perform well when working under tight constraints
• Knowledge of Deltek Vision a plus
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Experience with C-suite support strongly preferred