Job Title: Executive Assistant
Location: Wilmington, DE
Job Type: Full-Time
Industry: Industrials / Oil & Gas / Construction
Job Summary:
We are seeking a highly organized and proactive Executive Assistant with experience in the industrials, oil & gas, or construction sectors. This role requires someone who thrives in a fast-paced environment, has excellent communication skills, and is adept at managing administrative tasks with precision. You will provide high-level support to senior executives, ensuring seamless day-to-day operations and acting as a key point of contact within the organization.
Key Responsibilities:
- Calendar management for executive leadership, including scheduling, rescheduling, and prioritizing appointments.
- Aid executives in preparing for meetings, including compiling materials and briefing documents.
- Respond to emails and document requests on behalf of executives with professionalism and accuracy.
- Draft slides, meeting notes, and documents for presentations, briefings, and internal communications.
- Provide comprehensive administrative support, including travel coordination and expense reporting.
- Communicate and coordinate regularly with Project Managers to support cross-functional initiatives and ensure alignment on timelines and deliverables.
- Handle confidential information with discretion and professionalism.
- Create, maintain, and analyze complex spreadsheets for reporting and project tracking.
- Manage incoming calls and correspondence with a professional and efficient demeanor.
- Coordinate internal and external meetings, including logistics, materials, and follow-up actions.
- Support office operations and assist in document control and filing systems.
- Liaise with internal departments and external partners, including vendors, contractors, and clients in the industrial sector.
- Track deadlines, deliverables, and action items across multiple projects.
Required Skills & Qualifications:
- Proven experience (3+ years preferred) as an Executive Assistant or similar role in an industrials, oil & gas, or construction setting.
- Advanced proficiency in Microsoft Excel (pivot tables, formulas, charts) and other MS Office tools.
- Excellent administrative, organizational, and phone communication skills.
- Ability to work independently and manage multiple priorities in a fast-paced, high-pressure environment.
- Strong attention to detail and a proactive approach to problem-solving.
- Familiarity with industry terminology, safety practices, and field-office coordination.
Preferred Qualifications:
- Associate or Bachelor's degree in Business Administration or related field.
- Experience supporting C-suite or senior-level executives.
- Knowledge of project management tools or ERP systems common in industrial/construction environments.