Executive Assistant

Executive Assistant

Jacobs is searching for an Executive Assistant. Working with members of the leadership team, you will have an excellent opportunity to work in a fast-paced challenging environment which will provide you with career growth. Are you ready?

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to proactively maintain a realistic balance among multiple priorities. Confidentiality and discretion are critical in this role.

Here's what you will be doing :

• Managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence (sometimes confidential in nature) and arranging complex and detailed travel plans, itineraries, and agendas.
• Effectively collaborating with the head of Operations to keep them well informed of upcoming commitments and responsibilities.
• Creating meeting timelines, notifications, correspondence, agenda and materials
• Supporting the team when they need help with planning larger meetings and workshops, invoice processing and management, reporting, etc.
• Intuitively understanding the leadership team and anticipating their needs
• Coordinate and perform writing, editing, and issuance on deliverables for a variety of project execution and transformation efforts
• Manage multiple tasks concurrently and engage with various team members / stakeholders / reviewers to facilitate work streams and documentation
• Coordinate geographically dispersed teams and be able to do this remotely
• Prepare, process, and distribute project communications and information flow such as deliverables, reports, meeting minutes, submittals, action items, etc.
• Ensure project organization and access are established in an efficient manner and participants are trained on use
• Prioritize own and others' work to meet team deliverables

Bachelor's degree or equivalent education & related work experience

Minimum of five (5) years' of experience as an Administrative Assistant for Senior Leaders.

Strong background in dealing with Leaders for a large firm

Experience booking international and domestic travel

Attention to detail to complete tasks independently, quickly, and correctly the first time which meet requirements

Ability to manage competing priorities, between strategic initiatives with longer due dates and tactical execution of tasks on urgent and immediate timelines. & experience responding to shifting demands and changing priorities in a fast-paced environment.

Advanced editing and proofreading skills, with an eye towards client messaging, themes, aesthetics, quality, and content

Strong organizational qualities and attention to detail and quality. Ability to successfully manage multiple projects effectively

Excellent written and verbal communication skills are essential for interacting with various stakeholders

Proficiency in Microsoft Office suite - technologically savvy

Ideally you will also have :

Jacobs is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex, age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.