We are looking for an Executive Secretary to the Vice President (AEC Subcontractor Group).

Key Responsibilities:

• Calendar & Meeting Management.
• Maintain and optimize the VPs calendar across time zones and project schedules.
• Schedule and coordinate meetings with internal teams, clients, and subcontractors.
• Prepare agendas, take minutes, and follow up on action items.
• Draft, proofread, and manage professional correspondence, reports, and memos.
• Handle confidential communications with discretion.
• Liaise with legal, compliance, and finance teams on behalf of the VP.    
• Assist in tracking bid submissions, proposal deadlines, and compliance documentation.
• Organize Dropbox folders and shared drives for subcontractor collaboration.
• Support DocuSign workflows and contract execution processes.
• Arrange travel, accommodations, and site visits for the VP and key personnel.
• Coordinate logistics for industry events, conferences, and client meetings.
• Manage expense reports, vendor invoices, and budget tracking.
• Maintain office supplies and coordinate with procurement teams.
• Support onboarding of new subcontractor partners and staff

Qualifications:

• Proven experience as an Executive Secretary, Executive Assistant, or similar role.
• Familiarity with AEC industry terminology and workflows.
• Proficiency in Microsoft Office Suite, Dropbox, DocuSign, and project management tools.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Discretion and professionalism in handling sensitive information.