Executive Administrative Assistant

Description

Although officially established in 2008, Probst Group has been providing customized solutions to meet our clients' unique needs for over 30 years. We take pride in our extensive experience in industrial wastewater engineering and operations.

The Executive Administrative Assistant will support the Technical Services Team by ensuring seamless coordination among proposal development, project setup, field operations, and administrative execution. This role is designed to streamline cross-departmental workflows, maintain data integrity across company systems, and support continuous improvement efforts. The position requires strong organizational skills, attention to detail, and the ability to collaborate effectively with internal teams, vendors, and clients.

Core Competencies

• Exceptional organization and follow-through
• Clear written and verbal communication
• Cross-department collaboration & follow-up
• Attention to accuracy and detail
• Accountability and initiative
• Proficiency in Customer Relationship Management (CRM), project management, and reporting tools
  
  

Primary Responsibilities

• Manage calendar, meeting scheduling, and assist with email filing for VP
• Plan and manage Technical Services travel logistics, including flights, vehicles, and lodging
• Coordinate department meetings, agendas, notes, and follow-up actions
• Track and populate project deliverables, time and expense entries, and budget updates to support execution and reporting
• Generate weekly operational reports from the CRM system, highlighting key metrics to support tactical changes and strategic planning
• Provide secondary support to ensure proper and timely processing of client invoices
• Facilitate cross-functional communication between Sales, Technical Services, Engineering, and Finance
• Process project awards, update CRM, including project structures, and ensure smooth project handoffs
• Maintain current Standard Operating Procedures (SOPs), training materials, and standardized administrative tools
• Support Operations and Maintenance (O&M) documentation collection, verification, and contract site reporting
• Manage lessons learned and quality documentation to support continuous improvement
• Provide backup support for document control, compliance logs, and workflow organization
• Other duties as assigned
  
  

Requirements

• 3 years of administrative experience supporting technical, engineering, or sales teams
• Excellent communication and analytical skills
• Strong command of Microsoft Office (Word, Excel, Teams, Outlook)
• Experience with CRM, ERP, and project management systems preferred
• Ability to balance multiple priorities and manage competing deadlines
• High attention to detail and accuracy
• Ability to pass pre-employment background and drug screening
  
  

Preferred Qualifications

• Experience with industrial wastewater or manufacturing environments
• Experience working with cross-functional technical teams
• Associate degree or higher in Business or related field
• Experience with Mission Control (enterprise project management platform), Salesforce (CRM system), MaintainX (maintenance management software), and/or Paylocity (human resources and payroll platform)