Executive Assistant to Vice President

Temporary to Hire opportunity, downtown, onsite daily, paid parking.The Executive Assistant supports the Senior Vice President/Business Unit Leader for a international commercial construction corporation. This is an on-site role and we are looking for a proven performer when it comes to supporting a senior leader. Critical thinking and deductive reasoning skills are imperative. *Bilingual in Spanish is helpful, but not required.Work closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities and follow up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the executives updated.Conserve executives' time by reading, researching, and routing correspondence/emails; drafting letters and documents; collecting and analyzing information; initiating telecommunications.Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executives' ability to effectively lead the business unit.Maintain executives' appointment schedule by planning and scheduling meetings, conferences, and travel; review calendar on a weekly basis for planning time accordinglyResearch, prioritize, and follow up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response and ensure completion of those actions.Maintain and submit the executives' expense reports ensuring timely and accurate submittal of expenses.Maintain company and customer confidence and protect operations by keeping information confidential.Prepare reports by collecting and analyzing information.Provide historical reference by developing and utilizing filing and retrieval systems.Manage the day-to-day office operations, including office and kitchen supplies inventory, organizing various employee functions, and supervising receptionist.Contribute to management team effort by coordinating and facilitating various management meetings.EXPERIENCE/EDUCATIONAssociates or Bachelor’s degree in business or related field5 or more years’ experience in an Executive Assistant roleExperience in the Architecture, Engineering, or Construction industries preferredRepresent the executive and company in the utmost professional manner.May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs.Create training schedules for BU/departments and communicate scheduled company training opportunities to employees to encourage participation.Organize and execute training, including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering.