Executive Assistant

If you enjoy meeting challenges, solving problems, and managing multiple responsibilities, this Executive Assistant position with MacKay Sposito’s Administrative Operations team could be a great fit for you! 

Reporting to the President/CEO, the Executive Assistant will handle complex calendar management, coordinate travel and expenses, and skillfully manage multiple tasks while fostering meaningful relationships. The role requires keen attention to detail, coordinating internal and external meetings, proactive problem-solving, and the ability to thrive in a fast-paced setting. We are looking for a friendly, proactive, relationship-focused team member who brings a continuous improvement mindset and is motivated to excel.

MacKay Sposito operates across the energy and utilities, water and natural resources, transportation and public infrastructure, land development, and environmental services sectors, supporting complex infrastructure and community-driven projects. We continue to expand our footprint while deepening our capabilities to serve a broader range of clients.

We offer a comfortable and collaborative work environment. We’re serious about our work – but we’re serious about fun, too. If you're ready to make an impact and grow your career with a collaborative and mission-driven firm, let’s talk.

What you will do in this role:

• Provide dedicated, high-level administrative and strategic support to the President/CEO, serving as a trusted partner to manage priorities, proactively anticipate needs, and ensure the efficient use of executive time.
• Oversee complex calendar management, scheduling, and comprehensive travel and conference planning, resolving conflicts and ensuring seamless execution across internal and external engagements.
• Handle highly confidential and sensitive information with absolute discretion, sound judgment, and professionalism.
• Plan, coordinate, and manage logistics, agendas, materials, and follow-ups for CEO meetings, board interactions, client engagements, and key internal events.
• Prepare, submit, and reconcile expense reports and related documentation in compliance with company policies and timelines.
• Act as a liaison between the CEO and internal teams, board members, and external stakeholders to facilitate clear communication and effective collaboration.
• Anticipate organizational and executive needs, streamline administrative processes, and drive continuous improvement to support CEO effectiveness and organizational goals.
• Support internal communications and contribute to a professional, positive, and high-performing workplace culture.

What you will bring to us:

• An associate's degree is preferred but not required. 
• A minimum of two years of experience in a similar role, supporting executive leadership across a broad range of responsibilities, preferably within the civil engineering or A/E/C industry.
• High proficiency in organizational and time-management skills with the ability to prioritize tasks and meet deadlines. 
• Proven track record of managing internal meetings, scheduling, and travel arrangements.
• Excellent verbal and written communication skills. 
• Ability to maintain confidentiality and demonstrate sensitivity in handling critical tasks and relationships.
• Proficiency in both Google Office Suite (Docs, Sheets, Meet, etc.) and Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience with AI productivity tools
• Must be proactive, self-motivated, able to multitask, and work both independently and in a team environment.
• Skilled in communicating effectively and professionally with clients, consultants, and the broader community.

Why join the MacKay Sposito team?

• A people-first culture - We are dedicated to our employees and their families. We want to do what’s best for them, and their well-being helps drive our business decisions.   
• An excellent reputation - Through our 50-year history, MacKay Sposito has built and maintained an outstanding reputation in our community, and with our clients and business partners. You’ll be joining a team with a strong foundation and reputation that you can b