Executive Assistant

Lemartec is hiring an Executive Assistant to provide confidential administrative and organizational support to multiple Vice Presidents and other leaders. The role coordinates schedules, meetings, travel, communications, records, expenses, and executive events while supporting business initiatives across departments.

Responsibilities

Provide comprehensive administrative and organizational support to multiple Vice Presidents and other executive leaders

Manage complex calendars, appointments, meetings, conference calls, and events, including coordinating schedules across multiple offices, projects, and time zones

Anticipate scheduling conflicts and proactively resolve competing priorities to ensure executives are prepared for key meetings and commitments

Coordinate meetings and prepare agendas, presentations, reports, meeting materials, and other executive communications

Arrange domestic and international business travel, including flights, hotels, ground transportation, itineraries, and related logistics as needed

Prepare and organize executive correspondence, reports, presentations, spreadsheets, and other business documents

Maintain organized and confidential electronic and physical filing systems and executive records

Screen and respond to telephone calls, correspondence, and other communications in a professional and confidential manner, escalating matters appropriately

Serve as a professional point of contact and liaison between executive leadership and internal departments, project teams, clients, subcontractors, vendors, and other external stakeholders

Assist with the coordination and execution of executive meetings, leadership meetings, company events, conferences, and other organizational initiatives

Support the planning and execution of company leadership events and business functions, including coordinating logistics, materials, communications, and schedules

Prepare, process, and reconcile corporate credit card transactions and expense reports for designated executives in accordance with company policies and procedures

Assist executives with tracking action items, deadlines, follow-ups, and other commitments to ensure timely completion

Notarize documents and apply company seals when authorized and requested

Assist with special projects, presentations, reports, and administrative initiatives as assigned by executive leadership or other departments

Coordinate with internal departments such as Human Resources, Finance, Legal, Information Technology, Operations, and Project Management to facilitate executive needs and business initiatives

Handle sensitive, confidential, and proprietary information with the highest degree of discretion and professionalism

Maintain awareness of company policies, procedures, organizational structure, and business operations to effectively support executive leadership

Perform other duties and responsibilities as assigned

Benefits

Ongoing performance review and merit increase

401(k) with company match

Employee Stock Purchase Plan (ESPP)

Flexible spending account (Healthcare & Dependent care)

Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children

Diabetes Management

Telehealth Coverage

Prescription Drug Plan

Pet Insurance

Weight Management Drug Discount

Discounted National Gym Membership Network

Paid Time Off

Paid Holidays

Bereavement Leave

Military Leave, including Benefits Continuation

Employee Assistance Program

Short and long-term disability

Life insurance

Accidental death & dismemberment

Voluntary life insurance

Accident coverage

Critical illness coverage

Hospital indemnity coverage

Emergency Travel Assistance Program

Group legal plan

Remote work arrangement

Company

Specialty construction services for renewables, industrial, infrastructure, and general building.

Coral Gables, Florida, USA

http://mastec.com/

Founded in 1929

5001-10000 employees

Qualifications

Associates degree (A.A) or equivalent from two-year college or technical school

Five to seven years related experience and/or training or equivalrnt combination of education and experience

Proficiency in Microsoft 365 Suite and all MasTec systems that are relevant to the support of Executive roles

Exceptional confidentiality, ability to respectfully handle and resolve conflict, and demonstrated courtesy. and professionalism with all levels of the organization

Ability to stay extremely organized and successfully navigate competing priorities, strategic shifts, and organizational change

Write reports, business correspondence and procedure manuals

Effectively present information and respond to questions from groups of managers, clients, customers and the general public

Add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals

Compute rate, ratio and percent and draw and interpret bar graphs

Common sense understanding to carry out instructions furnished in written, oral or diagram form

Deal with problems involving several concrete variables in standardized situations

Five to seven years related experience and/or training or equivalrnt combination of education and experience.

Required skills

Represents the skills you have, click on the tags

Experience

5-7 years