POSITION SUMMARYThe Engineering Executive Administrator supports ABM Engineering’s executive-level leadership with dedicated administration and support of scheduling, reporting, data analysis, time and payroll support, and streamlining administrative processes.
This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.
This role will have responsibility of managing a team of administrators that support the Southwestern US and Rocky Mountain Region.POSITION RESPONSIBILITIESOversee all regional administration including team of up to 6 regional administrators.Act as a liaison to union labor related matters including but not limited to communications, grievances, Collective Bargaining Agreements and union representative engagement.Manage and support company initiatives including but not limited to corporate reporting, compliance training.Act as representative of executive leadership regarding internal and external relations and correspondences and screening communications.Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets, Pivot tables, and general data analytics and ordering equipment, etc.Arrange on and off-site meetings, events, appointments & travel for departmentalleadership with supporting materials as needed.Ensure that executive leadership is informed of priorities, deadlines and challenges.
Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.Arrange teleconferences and resource planning with internal and external customersIndependently perform special projects that require a combined knowledge of administrative needs and technical operations.Complete accurate and detailed leadership department expense reporting and other departmental reports.Respond to a wide variety of requests for information, policies and procedures, and executive action.
Analyze needs and problems and determine approach and priority.Assist with contract administration as needed including compliance with legal standards, obtaining signatures, scanning and electronic filing.Track internal and external contacts and maintain contact database.Utilize efficient time management with the nuances of complex administrative assistance at the executive level.Maintain confidentiality in all aspects of team and company information.Operate independently with minimal supervision.Provide back-up administrative support to other departments as necessary.Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).Performs other duties as assigned or requested.
MINIMUM REQUIREMENTS Five (5) or more years of executive administration experience.Five (5) or more years of budgeting, expense control, and scheduling experience.Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, TEAMS, VISIO, and Outlook.
In addition to other business support technology such as PowerBIUnderstanding and expertise in managing sensitive employee data including wages, benefits, and entitlementsAbility to work with confidential matters at a high levelAbility to manage multiple schedules including internal executive team and external clientsTwo (2) years of experience with ADP data managementExperience in a service industry company or similarAbility to learn and thrive in a fast-paced environment and operate with a high sense of urgencyAbility to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloadsAbility to observe strict confidentiality in all aspects of services providedStrong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clientsExcellent calendar management skills and demonstrated history of complex scheduling with consistent follow throughProven ability to work independentlyProject management skillsStrong organization and prioritization skills; demonstrated history ofsuccessfully managing multiple concurrent initiatives and maintaining one’s own workflowDemonstrated ability to meet project deadlinesAbility to effectively exercise discretion and judgment in handling confidential/proprietary informationAbility to anticipate needs, resourcefulness and responsiveness are essentialAbility to consistently strive for excellence and exercise good judgment.Dependability, dedication, and independenceUnderstanding of HIPAA and importance of privacy of employee dataAbility to work well under pressure while maintaining a professional demeanorHighly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds The Company may require that the successful candidate hired for this position be fully-vaccinated for COVID-19, if and to the extent permitted by applicable law.
The Company will make exceptions for medical, sincerely held religious belief, or other legally required exceptions.
ABM is an EOE (M/F/Vet/Disability/Gender Identity/Sexual Orientation)California Consumers Notice http://www.Abm.Com/californiaprivacy