Executive Assistant

Russell Marine - North Charleston, SC

Full-time - Entry Level

North Charleston, SC

Heavy and Civil Engineering Construction

About the position

The Executive Assistant provides high-level administrative support to company leaders, ensuring they can efficiently accomplish key tasks and initiatives. This role involves supporting operations leaders at the East Coast location, including the Senior Project Manager, Director, or Vice President, by managing communications, organizing events, and maintaining records.

Responsibilities

• Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of management.
• Organizes team communications and plans events, both internal and external.
• Maintains comprehensive and accurate physical and digital filing systems and records.
• Conducts research to support executive goals and prepares written summary reports.
• Manages calendar and coordinates and schedules travel, meetings, and appointments for managers or supervisors, prioritizing the most sensitive matters.
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Monitors project advertisement sites for relevant opportunities and assists with preparing estimates and qualifications for submittal.
• Answers phone calls and greets visitors politely and professionally, identifying the purpose of their call or visit before directing them to the appropriate department and screening calls as needed.
• Maintains office supplies and coordinates maintenance of office equipment and schedules, receives and coordinates all incoming and outgoing shipments or mail.
• Performs minor accounting duties such as invoicing and coding.
• Collaborates with Human Resources to assist in training and scheduling training for employees or temporary staff, as well as conducting new hire orientations and working with the Talent Acquisition Specialist to screen and review local applications.
• Works with the Houston team to coordinate outreach and business development activities.
• Works with sensitive information with discretion to maintain confidentiality and security.
• Responds to and resolves administrative inquiries/questions and performs other duties, as assigned.

Requirements

• Education: Bachelor's Degree or commensurate experience.
• Experience: Six (6) years of office management or administrative experience or an equivalent combination of experience and education.
• Comprehensive knowledge of Microsoft Office suite.
• Strong written and verbal communication skills in English.
• Superior time-management and ability to prioritize and complete multiple work assignments within deadlines.
• Superior organizational and multi-tasking skills, proactive and self-directed.
• Flexible and capable of adapting to changes in a fast-paced environment.

Nice-to-haves

• Valid driver's license.
• Notary Public certification.
• Two (2) years of administrative or office management experience reporting directly to upper management.
• Bilingual in English and Spanish.
• Proficient in the use of Bluebeam Revu.