Executive Assistant

Vanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation; healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.

The ideal candidate demonstrates good judgment in diverse situations, possesses strong written and verbal communication skills, and maintains a realistic balance among multiple priorities. Our unique culture fosters growth, communication, and teamwork. As a Vanir employee, you will be a vital member, helping to develop and support operational initiatives.

Essential Duties & Responsibilities:

Manages sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting area operations.
• Maintains a daily calendar of meetings and events.
• Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents to support the organization's objectives.
• Prepares and distributes monthly reports, proposals, and similar documents. Maintains regular reports and metrics as directed.
• Arrange travel and accommodations for executives. Responsibilities including booking, maintaining, and tracking hotel and airline reservations to ensure accuracy and timeliness.
• Prepares and track expense reports and purchase requisitions for multiple individuals and team members as needed.
• Assist in preparing and managing presentations and decks.
• Complete ad hoc projects as assigned.
• Organize complex calendars and schedules, resolving any scheduling issues
• Provides administration support that includes the organization of file systems and related data support to the maintenance of document management systems and integrity of the filing systems and related retrieval.
• Assists in the Preparation and management of the area's monthly invoicing process; preparing, organizing, and checking invoices against contract requirements. If needed, coordinates payments to subcontractors and vendors for timely processing; notifies the Project Manager of open and outstanding issues.
• Accounts Receivable follow up, analysis and tracking
• Coordinates purchase orders for office orders, major events and company functions of a public nature, including preliminary budget preparation, organization of the event, and coordination of all activities involved.
• Track, register and coordinate industry and local events for the area.
• Responsible for onboarding new employees to Vanir, coordinating with hiring manager, HR, payroll, and IT to ensure all successful completion of onboarding procedures.
• Administration of mail procedures including sorting and processing incoming and outgoing mail (FedEx/UPS/GSO) and interoffice communications.
• Provide essential support for meetings and lunch ordering, ensuring smooth and efficient operations. Coordinate meeting logistics, materials, and lunch orders
• Maintain necessary record-keeping activities, including visitors in facility, distribution lists, completing forms for corporate procedures, employee schedules, and coordinating meeting rooms and parking validations.
• Provide primary administrative support for setting up, classifying, and maintaining office and corporate files.
• Ability to function well in a high-paced environment; performs additional duties as assigned.

Minimum Qualifications:

• Bachelor's Degree with emphasis in business administration or technical degree in related construction disciple or equivalent technical area of study. 2+ years of experience in business administration or construction, engineering or architectural related position or combined internships.
  • Or associate's degree with a preference in business disciplines such as business administration, accounting/finance or management or construction disciple. 4+ years of experience in project coordination and support on construction, engineering, or equivalent technical projects.
  • Or non-degree holders must possess 6+ years of experience in a construction, engineering, architecture, or similar technical projects related to providing coordination, project support, and planning.

• Must have 5-8+ years' experience with a successful track record of increasing team efficiency by operations and administrative support. Prior experience within the A/E/C industry including knowledge of construction project / program processes and procedures highly desired.
• Experience in office management, contract creation and editing, invoice review, presentation development, and Microsoft Word document editing.
• Self-starter with strong problem-solving and analytical skills, organized, detail-oriented, confident, and professional.
• Experience assisting and coordinating company meetings and events is required. This may include some or all the following: event planning, contract review (hotel/catering/other vendors), scheduling, invitation, reservation and preparation of guest accommodations and the distribution and preparation of meetings.
• Requires the ability to thrive in a team environment and take on new challenges as they arise and have the capacity as an operations analyst.
• Excellent communication, writing, and computer skills (Microsoft Office Suite), with advanced MS Excel skills. Experience with office procedures, business enterprise programs, and protocols required.
• Understanding and capability for effective personnel interactions in professional settings.
• Ability to represent the company professionally and ensure compliance with company policies and applicable laws and regulations.

Offered rate of compensation will be based on a variety of non-discriminatory factors, including education, qualifications, experience, and geographic location. The salary range for this position is $70,000.00 - $85,000.00.

Benefits

Vanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.

If you're interested in working for Vanir please visit our website to learn more and to apply online at www.vanir.com.

VEVRAA Federal Contractor

Request Priority Protected Veteran Referrals

EOE Minorities/Females/Protected Veterans/Disabled

Contact Email: careers@vanir.com

Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.

We Participate in E-Verify

Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.