Hybrid Executive Assistant

at Arcadis

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $85,000 - $120,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Newark, United States

About the role

• Executive Assistant role supporting the Gateway Hudson Tunnel Project at Arcadis. Responsible for administrative assistance, managing calendars, and aiding executives' operations.

Responsibilities

• Efficiently manage the executives' calendars, appointments, and travel arrangements, ensuring optimal use of their time and resources.
• Prepare and organize documents, presentations, and reports for meetings, conferences, and other executive engagements.
• Act as a liaison between the executives and internal/external stakeholders, always maintaining effective communication and professionalism.
• Prioritize and handle incoming communication, including emails, phone calls, and inquiries, with discretion and responsiveness.
• Assist in planning and coordinating special events, conferences, and board meetings, ensuring successful execution and smooth logistics.
• Maintain confidentiality and handle sensitive information with the utmost professionalism and integrity.
• Conduct research and gather data on various projects, initiatives, and educational trends to support decision-making processes.
• Collaborate with other administrative staff to optimize office efficiency and contribute to a positive work environment.
• Attend meetings and draft minutes as directed.
• Keep the executive apprised of time-sensitive or priority matters, ensuring appropriate follow up takes place.
• Develop and manage internal processes to expedite workflow.
• Maintain paper and electronic filing systems, including confidential and sensitive information.
• Perform other administrative duties and special projects as needed.

Requirements

• Minimum of 5 years proven experience as an executive assistant or in a similar role, supporting C-level executives or senior management.
• Proficiency in office software (Microsoft Office, Google Workspace) and the ability to learn new tools and technology quickly.
• Excellent written and verbal communication skills, with strong attention to detail and accuracy.
• Demonstrated ability to work independently, take initiative, and anticipate the needs of executives.
• A professional and approachable demeanor, with strong interpersonal skills to interact with diverse stakeholders.
• Bachelor's degree or relevant educational background is preferred, but not mandatory

Benefits

• medical
• dental
• vision
• EAP
• 401K
• STD
• LTD
• AD&D
• life insurance
• paid parental leave
• reward & recognition program
• optional benefits including wellbeing benefits
• adoption assistance
• tuition reimbursement
• nine paid holidays
• 15 days PTO that accrue per year