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

 

RESPONSIBILITIES

• Acts as the Corporate Secretary to the Board of Directors by administering the following:
• Maintaining governance manual & corporate record book for the organization
• Coordinate, attend, and record minutes for quarterly board meetings
• Prioritizes and follows up on action items

• Maintains Professional Engineering licenses with the corresponding state boards for Vice Presidents and up, ensuring renewals are processed promptly.
• Maintains renewals of state certificates of authority and business registrations. This includes maintaining any state or regional registrations required to perform business in said region.
• Serves as liaison to our foreign agent for annual report filings by providing updated information and needed/requested information.

• Manage general company inbox and distribute as appropriate.
• Manage and reconcile all purchases made with the corporate credit card, including supplies, dues, subscriptions, event needs, and other purchases. 
• Ensure Project Coordinators are properly reviewing and filing client/vendor contracts, MSA’s, sub-agreements, PO’s, NDAs, and confidentiality agreements.
• Maintain legal files related to claims against the company or subpoenas for information.

• Oversees administrative support staff.

• Coordinates and provides logistical support for meetings and special projects, including agendas, meeting participation, food orders, facility coordination, IT/technology needs coordination, and meeting minutes.
• Administer reporting for weekly management meetings.
• Creates and maintains meticulous shared digital filing systems for confidential documents.
• Ensures Project Coordinators are setting up new opportunities and proposals, including entering information into Deltek Vision, consistently and per company policy. This includes occasional audits of information to ensure all required information is provided in Deltek Vision. 
• Able to read, interpret, and work with multi-discipline reports. 
• On occasion, prepare and process project documents such as transmittals, submittals, requests for information, etc. in support of Project Coordinators when needed.
• Coordinate and oversee special projects requested by the CEO.
• Act as liaison between the Executive Team and Project Coordinators to communicate expectations on a regular basis.
• Answer telephones as backup daily.
• Other duties as assigned.

 

REQUIREMENTS

• Bachelor's degree preferred
• Possess a minimum of 8 years of administrative experience
• AEC and contract review experience a plus
• 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 multitask effectively
• Excellent interpersonal skills and attention to detail
• Perform well when working under tight constraints
• Knowledge of Deltek Vision or similar ERP system a plus
• Proficient in Microsoft Office Suite, SharePoint, and One Drive

 

BENEFITS

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• 401(k) + matching
• Paid time off
• Employee stock ownership plan
• Tuition reimbursement
• Professional development stipend
• Referral program
• Bonus pay

 

This job description describes the general nature and level of work being performed; it is not intended to be all-inclusive. McLaren reserves the right to amend this job description at any time. McLaren is an Equal Opportunity Employer committed to a diverse and inclusive work environment.