Executive Administrative Assistant

Seeking a new career challenge? Then Woolpert is seeking you! Woolpert is hiring a Executive Administrative Assistant to join our dynamic Corporate Admin team either within one of our offices or fully remote. This position reports to the Chief Human Resources Officer and is responsible for supporting the CFO and CHRO with various administrative roles to support Firm operations. Qualified candidates will have excellent interpersonal skills and the ability to manage sensitive financial and human resources matters. The ideal candidate thrives in a fast-paced environment, anticipates executive needs, and ensures smooth day-to-day operations for both functions.

We are unable to provide visa sponsorship for this position. Applicants must already possess work authorization in the country the job is located.

Essential Functions  

As an Executive Administrative Assistant at Woolpert, you will: 

• Manage complex and dynamic calendars for both the CHRO and CFO, prioritizing meetings and commitments.
• Coordinate domestic and international travel arrangements, including booking flights, accommodation, and transportation.
• Process/manage expense reports and timesheet submissions and approvals. 
• Prepare, format, and proofread documents, presentations, and spreadsheets; maintain organized digital filing systems.
• Act as a liaison between the CHRO/CFO and internal/external stakeholders, ensuring timely responses and follow-up.
• Track invoices, expenses, and reimbursements; assist with budget monitoring.
• Conduct online research and compile findings into clear, actionable summaries.
• Support task management; track deadlines and deliverables.
• Support office functions if hired in an area with a Woolpert office.

Minimum Requirements   

• BA/BS and 4 years of experience or 6 years of experience, preferably executive level administrative experience.
• Overtime and weekend work as required and needed.
• High degree of professionalism and diplomacy.
• Must possess above average Microsoft Office suite
• Must be proficient with Adobe products.
• Must demonstrate excellent oral and written communication
• Must demonstrate excellent time management
• Must demonstrate excellent attention to
• Must be able to travel occasionally.

Unique Benefits

Certified as a Great Place to Work®, Woolpert is one of the fastest growing architecture, engineering, and geospatial (AEG) companies in the world. With over 75 offices and countless projects around the globe, Woolpert makes a real difference at home and abroad. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:

• Diverse experiences: Work on meaningful projects that improve quality of life around the world.
• Freedom to work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Flexible vacation
• Career development: Explore a wide range of learning and growth opportunities within and across industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more: Choose the benefits that work best for you.

Level up your career with Woolpert. Apply today and join our team to help shape the future of tomorrow!

Why Woolpert?

Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you'll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.

Our vision: http://woolpert.com/about-us/

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via-email, the internet or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.

#LI-MH1