What are the responsibilities and job description for the Executive Administrative Assistant II position at Infrastructure Engineering, Inc.?
Join us at the intersection of
INGENUITY & INCLUSION
About the Role
Infrastructure Engineering Inc. (IEI), a leading civil engineering firm recognized for quality, responsiveness, and Prime consulting excellence, has an exciting opportunity for an experienced Executive Administrative Assistant II (EAA-II) to join our growing team. IEI cultivates various types of engineering projects from conception and planning through implementation. We're civil engineers - a diverse and experienced team excited by project challenges that tap into our passion for solving problems.
The EAA-II to the Chief Executive Officer and President serves as a strategic business partner and key liaison for both offices with the leadership team, staff, clients and other external stakeholders. While this position works primarily with the executive offices of CEO and President, it also provides support to the Board of Directors and executive leadership when necessary.
EAA-II provides comprehensive executive-level support to the Chief Executive Officer & President, managing complex schedules, Board of Directors coordination, Infrastructure Engineering Foundation (IEF) coordination, confidential communications, and strategic initiatives. This role serves as an extension of the CEO and President’s office, helping to maximize their effectiveness, efficiency, and impact across the organization by reducing administrative and coordination burden. This role requires a high level of professionalism, executive presence, judgment, and discretion, as well as the energy and resilience to manage a dynamic workload and evolving business priorities. This role is typically in a fast-paced environment, where schedules, priorities, and decisions may shift based on evolving business needs. This role requires being in office minimum of four (4) days a week. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!
Essential Duties/Functions and Responsibilities:
* Manage complex, frequently changing executive calendar with strategic prioritization of time commitments and coordinates travel arrangements with detailed itineraries
* Serve as a primary point of contact for internal and external stakeholders seeking access to the CEO, and President exercising sound judgment in urgency/prioritizing and routing inquiries appropriately.
* Facilitate communication flow and engagement between CEO, President, senior leadership and staff, as necessary.
* Help maintain clear documentation of decisions, including rationale and timing, to support the CEO and President when revisiting “why/when/how” choices were made.
* Coordinate cross-functional initiatives involving multiple department heads
* Schedule and prepare for leadership team meetings and strategic planning sessions
* Track leadership team action items and deliverables
* Track and manage follow-up items arising from meetings, ensuring timely completion and clear communication of status.
* Coordinate Board meeting logistics, including scheduling, materials preparation, and distribution
* Prepare comprehensive Board packages with supporting documentation and background materials
* Attend Board meetings to take minutes and manage action item tracking
* Maintain Board calendar, committee schedules, and director communication
* Handle confidential Board matters with appropriate sensitivity and discretion
* Coordinate and prepare materials for leadership team meetings, Board meetings, IEI Foundation meetings, and executive sessions
* Draft, edit, and finalize correspondence, presentations, and reports on behalf of the CEO and President.
* Support special projects and initiatives as assigned by CEO and President.
* Records, transcribes and distributes minutes of meetings
* Maintains a variety of databases, files and lists
Process expense reports and manage executive office budget
* Supervises clerical and administrative staff
* Coordinates the workflow of clerical and administrative staff as necessary
* May greet visitors and direct them as required
* May monitor inventory and order office supplies
* May distribute incoming mail and packages
* May assist with preparing outgoing mail and packages
* Other duties as assigned
To be successful in this role…
To be successful in this role, you must operate as a trusted strategic partner who anticipates needs, optimizes executive time, communicates with confidence and discretion, and represents the Office of the CEO and President with professionalism and sound judgment. In addition, you will have the following education, experience, and skills:
Education & Experience:
* Bachelor's degree preferred; equivalent combination of education and experience considered
* Professional certification (CAP, PACE, or similar) valued but not required
* Minimum 7-10 years of progressive executive assistant experience, with at least 3-5 years supporting C-Suite executives
* Demonstrated experience working directly with CEO, President and or Board of Directors, including meeting coordination, materials preparation, and confidential governance matters
* Experience in professional services, engineering, construction, or related industries strongly preferred
* Proven track record of managing complex, high-volume calendars and competing priorities
Technical Skills
* High proficiency in Microsoft Office Suite.
* High proficiency with collaboration tools and client relationship management systems.
* Strong technological aptitude and ability to quickly master new platforms
* Familiar with Deltek (Vantagepoint) or similar platform is a plus
Benefits and Perks:
* Highly Competitive Salary and Bonus Opportunities
* Medical, Dental, and Vision Benefits
* Personal Paid Leave (Paid Time-Off)
* Paid Parental Leave
* Paid Holidays
* Life Insurance
* Short and Long-term Disability Program
* 401K Program with Employer Match
* Profit Sharing Opportunity
* Employee Assistance Program
* Employee Bonus Referral Program
* Employee Appreciation Programs
* Employer Sponsored Recognition Events
* IE University - Degree Seeking Programs and Certifications
* Professional Development and Training Programs
* Tuition Reimbursement/Conference and Training
* Philanthropic Outreach and Volunteer Opportunities
* Opportunity to share ideas and express your point of view
* You are welcome to be your authentic self
Physical Demands
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit for long periods of time and talk and hear. The employee is frequently required to stand and walk; and use hands to fingers. This job includes close vision, distance vision, color vision and the ability to adjust and focus including looking at computer screens, office equipment, and handheld technological devices such as cellular phones, tablets, etc., and typing on keyboards and repetitive hand and arm movements. While performing these duties the employee may occasionally handle, or feel objects, tools, or controls; reach with hands and arms; and grasp using hands and fingers for small objects; bend at the waist and/or stoop or kneel. The employee may lift and/or move up to 20 pounds and occasionally lift and/or move up to 30 pounds.
Working Conditions
- Usually work in an office setting 32-40 hours per week in a cubicle and/or open office space
- Usually work a standard 40-hour work week
- Sometimes required to work extra hours, including weekends, to attend IEI related events and meetings and keep up with unexpected situations impacting the wellbeing of the Firm and/or operations of the Administrative Department
- May travel to locally for meetings, conferences, training, etc. as well as to other IEI Markets as requested
Work Environment
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the office work environment is usually minimum to moderate.
Equal Opportunity & Accessibility Commitment
Infrastructure Engineering, Inc. is committed to ensuring equal employment opportunity and full inclusion for individuals with disabilities.
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, participate in an interview, or otherwise engage in the recruitment process, please contact our Human Resources department at 312-392-2796 or email HR@infra-eng.com.
Accommodation is available upon request and will be provided in a manner that is consistent with applicable laws and our commitment to equal opportunity.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa currently.