Executive Assistant to the CFO

Hargrove Engineers + Constructors - Mobile, AL

Full-time - Mid Level

Mobile, AL

1,001-5,000 employees

Professional, Scientific, and Technical Services

About the position

Hargrove Engineers & Constructors is seeking an Executive Assistant to the CFO to provide comprehensive administrative support to executive and management leaders. This role is pivotal in ensuring the smooth operation of the executive office and involves a variety of clerical and administrative tasks performed under general supervision. The Executive Assistant will be responsible for managing executive calendars, preparing proposals, organizational charts, and correspondence, as well as handling company mailings and labels. Additionally, the role includes entering and submitting expense reports, maintaining client contact information, and providing backup support for front desk reception duties. The Executive Assistant will also coordinate logistics for conferences and exhibits, including registering company teammates, ensuring the delivery and setup of promotional materials, and tracking charitable contributions. Other responsibilities include scheduling meetings, preparing meeting notes, and assisting in the coordination of company events such as holiday gatherings and retreats. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to communicate effectively in both verbal and written forms. This position requires a proactive approach to managing multiple tasks in a fast-paced environment while maintaining confidentiality and professionalism. The Executive Assistant will play a key role in supporting the CFO and other executives, contributing to the overall success of Hargrove by ensuring that administrative functions are executed efficiently and effectively.

Responsibilities

• Assisting in Deltek Vision Resource Planning and producing reports.
• Managing executive and leader outlook calendars.
• Preparation of proposals, organizational charts, correspondence, and transmittals.
• Preparation of company mailings and labels.
• Entering and submitting executive and leader expense reports.
• Entering and maintaining current client contact information in Deltek Vision and Microsoft Outlook.
• Completing clerical and administrative tasks and errands as requested.
• Providing back-up support for front desk reception, incoming phone calls, and mail collection and distribution.
• Registering Company teammates for conferences and exhibits and coordinating staffing, ensuring displays and marketing materials are delivered and set up as needed.
• Tracking and obtaining approval for charitable contributions, preparation of check requests and transmittals.
• Obtaining quotes and/or scheduling travel, conference calls, and video conferences.
• Meeting scheduling and ensuring proper arrangements are made.
• Preparation and distribution of Resource Leader/Project Manager meeting notes.
• Preparation of presentations and other client-related information.
• Posting announcements and other Company-related information to appropriate publications and Company intranet.
• Assisting in coordinating company events including holiday gatherings, community involvement, and retreats.
• Execution of special projects.
• Providing scanning, copying, faxing, and filing services for Executive and Management Leaders.
• Maintaining professional appearance of meeting spaces.
• Participation in meetings when necessary and preparation of meeting notes for Leader approval.

Requirements

• High School Diploma or equivalent is required; advanced coursework is highly preferred.
• 8 or more years of relevant experience in executive administrative and clerical services in a professional environment.
• Proficient in the use of Microsoft Office and other software as needed.
• Extreme attention to detail and excellent proofreading and grammar skills.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast-paced environment with extreme multi-tasking.
• Ability to prioritize effectively and develop reports.
• Ability to maintain effective working relationships with teammates, clients, and vendors.
• Ability to listen and ascertain the needs of teammates and clients.
• Ability to find and communicate accurate information concerning Hargrove services and capabilities.
• Ability to work flexible hours as needed.

Nice-to-haves

• Experience in a construction or engineering environment.
• Familiarity with Deltek Vision software.

Benefits

• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Vision insurance
• Flexible schedule