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Executive Assistant
Executive AssistantHazen and Sawyer • Atlanta, GA, United States
Executive Assistant

Executive Assistant

Hazen and Sawyer • Atlanta, GA, United States
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Hazen and Sawyer is seeking a proactive and energetic Executive Assistant (EA) to join our Atlanta office. This in-office position will provide high-level administrative support and assistance to the office leadership and other staff (4 days / week, 30+ hours / week). This role requires local travel throughout metro Atlanta and may include short-term travel to conferences / events to support the Atlanta office. Occasional work outside of normal business hours may be required (typically for events).

Why Hazen and Sawyer :

  • Founded in 1951 by the son of Allen Hazen (developer of the Hazen-Williams equation), we are an employee-owned company with a singular focus on "all things water."
  • Our work includes planning, design, and oversight of construction of environmental infrastructure - for water, wastewater, and stormwater management.
  • We foster a work environment low on bureaucracy and high in creativity.
  • We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed.
  • We currently have over 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.
  • A flexible hybrid work schedule supports today's busy professionals.

Responsibilities :

  • Executive Support

    • Support office leadership team.

  • Coordinate office projections.
  • Write, edit, format, and review correspondence, reports, and other written materials.
  • Coordinate internal and external resources to ensure operations run efficiently.
  • Coordinate schedules to set up meetings.
  • Attend meetings, take notes, and provide meeting summaries.
  • Prepare and submit expense reports for office leadership.
  • Manage the Atlanta office's Administrative Assistant and serve as a back-up to this role on occasion when needed.
  • Operations Support

    • Plan, coordinate, and / or support on- and off-site events, including researching alternatives, coordinating with venues / vendors, and managing logistics.

  • Assist with onboarding new colleagues.
  • Assist in obtaining annual business licenses, corporate dues, and local sponsorships.
  • Alongside the office's Administrative Assistant :

    • Serve as point of contact for building management.

  • Ensure office supplies are stocked and organized.
  • Coordinate with IT department for office equipment.
  • Arrange catering for meetings.
  • Document Controls

    • Assist with production of technical documents, including writing, proof-reading, formatting, copying, and assembling.

  • Log, organize, and distribute document submittals.
  • Marketing and Business Planning

    • Support marketing efforts : coordinate meetings, perform research, and develop marketing materials.

  • Participate in business development meetings, distribute action items, and monitor the completion of tasks.
  • Proposal Coordination

    • Assist with proposal development, including coordinating proposal schedule, creating and maintaining project descriptions, preparing and maintaining staff resumes, and helping with copywriting and copyediting.

    Required Skills :

  • Excellent written and verbal communication skills, with the ability to interact with a variety of staff, clients, and vendors.
  • Strong multi-tasking skills : ability to organize and coordinate multiple concurrent tasks to completion.
  • A strong work ethic, efficient work methods, and excellent attention to detail.
  • Ability to take direction and complete tasks with minimal supervision.
  • Maintain professionalism with all staff, clients, vendors, and industry stakeholders.
  • Maintain confidentiality and handle sensitive information related to the company and its employees with discretion.
  • Proficient with Microsoft Office software and an aptitude for learning new software and systems.
  • Ability to lift and carry up to 50 pounds on a regular basis.
  • A valid Georgia driver's license with ability to utilize a personal vehicle to travel locally.

    • Qualifications and Educational Requirements :

  • A minimum of 10 years of experience working in an office environment performing administrative duties and providing support to managers and / or company leadership.
  • Professional degree or equivalent work experience.

    • What We Offer :

  • Comprehensive health benefits (medical, dental, vision, and prescription plans)
  • Pre-tax flexible spending plans for medical, dependent care, and transportation
  • Short and long-term disability, and employer paid life insurance
  • Paid holidays, floating holidays, and paid time off (PTO)
  • Employer-contributed 401(k) plan and additional financial planning support
  • Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships
  • Starting pay range for this position depends on skills, experience, education and geographical location
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