Executive Administrative Assistant/Paralegal - Dallas, United States - Huitt-Zollars

Description

Overview

Executive Administrative Assistant/Paralegal

Job Summary:
This position provides comprehensive Executive Assistance to Huitt-Zollars Executive and Senior Leadership team members.

The successful candidate will be responsible for documenting, coordinating, communicating, and administratively executing a wide range of operational and business development initiatives of the President and others on the Executive Team.

Administratively assist and mentor the administrative Project Support personnel located in branch offices throughout the Company.

Requires strong computer and analytical skills.

Also calls for flexibility, excellent interpersonal skills, architecture and engineering project coordination experience, strong business acumen and overall understanding of the engineering and architecture industry, the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Must be well-organized, flexible and enjoy the administrative challenges of supporting multiple people, teams, and projects simultaneously.

Must have the ability to positively interact with staff (at all levels) in a fast-paced environment, remaining proactive, resourceful, and efficient; a high level of professionalism and confidentiality is crucial to this role.

Excellent written and verbal communication skills and attention to detail important.

This position will be located full-time in the Dallas Corporate office Monday-Friday during core business hours (8:30am - 5:30pm CST) and therefore does not offer work-from-home opportunities.

Local candidates ONLY


Reports to:
The President

Employment Type: 40 FT Hours


Compensation Type:
Salary

Registration(s): None.


Education:
Associates Degree or higher is a MUST in Business, Paralegal, Marketing, Economics, or similar.


Responsibilities:

• Documenting meeting minutes, preparing reports, assisting with various administrative and business duties, and other administrative or Corporate needs as needed.
• Responsible for heavy calendar management, internal reporting and data entry, requiring interaction with Executives, Principals, and Project Managers, as well as consultants, to coordinate a variety of complex meetings and other business or project-related needs.
• Responsible for supporting, training, and building best practices and consistency amongst Project Support staff. Being a Corporate resource for the Project Support staff if/when needed.
• Responsible for maintaining, editing, and recording all Corporate files related to strategic business operations, corporate documents, project status, meeting minutes, and supporting documents.
• Follow up on details regarding all related tasks, projects, and assignments.
• Review, edit, track and summarize miscellaneous reports and documents; prepare additional documents and research as necessary. Assist with preparation of presentation materials.
• Effectively and efficiently assists multiple projects, assignments and Project Support staff.
• Coordinate leadership meetings and help set up and connect managers to participate in virtual meetings (Teams, Go-To, etc.).
• Anticipates the next move or shifting of priorities to meet the needs of the business.
• Contact with others is polite and proactive.
• Follows through on all assignments in a professional, organized manner.
• Communicates effectively in a positive, respectful and concise manner.
• Compose, type, and properly edit a variety of moderately complex material, including written correspondence, document editing, Excel spreadsheets, PowerPoint presentations, and reports for the Office of the President.
• Provide Project Support duties as deemed necessary on an as-needed basis.
• Internal Contacts: Operations, Executive Team, Business Development, Project Operations, Legal, Human Resources, Corporate Compliance, Information Technology.
• External Contacts: Consultants, Vendors, Business/Industry Partners

Qualifications:

• Associates Degree in Business, Paralegal, Marketing, Economics, or similar with 7+ years of related experience. Or Bachelor's degree with 2+ years of related experience. Either one of these degrees is a MUST
• Paralegal experience a plus. Knowledge of legal contracts a plus
• Architectural/Engineering industry experience and understanding is strongly preferred.
• 5-10 years of experience in similar Administrative role.
• Local candidates only
• Strong to advanced skills in Microsoft Office Suite (and Office365) and use of PC, Audio/Visual/Virtual Meeting and other technology for use in an administrative role (considers themselves 'tech savvy')
• Deltek Vantagepoint experience a plus.
• Excellent written, editing, and oral communication skills.
• Professional demeanor and strong business acumen and appearance.
• Commitment to being present, on-time, and engaged in their role with a willingness to adapt or adjust to changes quickly.
• Ability to anticipate needs and think beyond the task at hand.
• Ability to work with different personalities in conflict situations at all levels of the organization.
• Ability to mentor a Project Support team of approx. 15+ personnel which are located in various offices and regions within the Company.
• Demonstrate the ability to communicate with all levels of employees and the general public with the utmost professionalism and with strict confidentiality.
• Manages time so that daily, weekly, monthly duties are completed on-time and demonstrate flexibility by changing tasks as needed to achieve shifting priorities.
• Takes an orderly and efficient approach to tasks, setting priorities and handling several situations at once.
• Strong technology skills to efficiently and effectively create reports, spreadsheets, etc.
• Demonstrates excellent quality and communication standards.
• Promotes a positive teamwork environment.

About:
Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975.

Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients.

Located in more than 20 locations throughout 10 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play.

Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.


Competencies:

• Acquires, understands, and applies technical and professional knowledge and skills to perform job effectively, efficiently, and safely. Understands and adheres to Huitt-Zollars policies and procedures. Stays abreast of trends and pending changes within assigned area of responsibility.
• Establishes, enforces, and drives policies that promotes Company vision and culture to achieve company objectives.
• Strong business acumen. Offers excellent communication and presentation skills in an organized, professional manner.
• Ability to nurture and maintain key relationships internally and externally through communication and diplomacy.
• Contributes to a positive and productive team-oriented environment. Offers open communication/feedback within the team. Minimizes conflict and builds collaboration to maintain productive team.

Benefits & Perks:

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds on occasion
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

This position will office out of our Dallas, TX location in a 'Class A' office space including a state-of-the-art gym (no cost), covered parking, food court, and more.

Please apply online at https:
//external-huitt-Job ID No: D422

Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship. Currently, Huitt-Zollars does not sponsor H1-B or any other work visa petitions.

Huitt-Zollars does not accept unsolicited resumes from third-party recruiters without a previously signed third-party agreement.

Any unsolicited third-party resumes forwarded by recruiters to any Huitt-Zollars hiring manager or employee will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency submitting the unsolicited resume.

Huitt-Zollars will not pay a fee to a third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of the Human Resources team and without an active, fully executed service agreement.

Huitt-Zollars is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, sexual orientation, gender identity, religion, national origin or any other legally protected status.

Consistent with the Americans with Disabilities Act, the company will make reasonable accommodations to assist in the application process upon the request of an applicant.

No question on this application is intended to secure information to be used for discriminatory purposes.

This contractor and subcontractor shall abide by the requirements of 41 CFR a) and a).

These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability, and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities.