Executive Assistant

US-MO-Kansas City
1117-17300
HNTB Job Title
Executive Assistant
Position Type
Regular Full-Time
Category
Human Resources/Training & Development

Why Choose HNTB?

For more than a century, HNTB has helped deliver infrastructure solutions that best meet the unique needs of our clients. With client relationships spanning decades, we understand infrastructure life cycles and have the perspective to solve technical challenges with clarity and imagination. We are far more than a design firm. We see and help address far-reaching issues of financing, legislation, design, construction, community outreach and ongoing operations. As employee-owners committed to the highest levels of performance, we enable clients to achieve their goals and inspiring visions.

At HNTB, we’re encouraged to go beyond discovering mere solutions that will impact our very landscape. We are encouraged to ask, “What if?” Our HNTB family fosters an inventive and resourceful commitment to finding unique answers to complex problems. We believe that the act of wondering sparks creativity. We will work to foster your creativity, career and personal growth. Come join HNTB and unleash your spark of imagination.

For you, “together” can mean the chance to put together an exciting career. At HNTB “together” also means collaborating across geographies and disciplines within the firm. And “together” means that we are partners with our clients. Our goals are linked, and their success is our success. “Together” means that we are engaged in the communities we serve — we live there — and are committed to their growth and development.

Overview

HNTB is seeking an Executive Assistant for our Kansas City, MO office. This position provides administrative support to the Human Resources Officer including support such as appointment and travel scheduling, meeting planning, expense reporting, invoice processing, and Sharepoint site management.

Job Summary

Under limited supervision, provides administrative support to one or more executives. Uses judgment and discretion to perform duties which often includes handling confidential information.  Administrative functions may include managing calendars, coordinating meetings, making travel arrangements, handling correspondence, compiling data and preparing reports.   Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

Essential Responsibility

  • Manages complex calendar(s), and schedules appointments, meetings and travel. Assists with meeting space selection, site selection, lodging, audio visual equipment, group transportation, invitations, food/beverage selections, room set-up, and preparation and coordination of all meeting materials. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
  • Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the executive. Sorts and distributes incoming mail and prepares outgoing mail. Independently composes and types correspondence for executive review. Routes or answers routine correspondence not requiring manager’s attention.
  • Furnishes, obtains, and interprets technical and confidential information from other executives or outside representatives. Communicates and coordinates executive’s requirements and instructions with individuals at various organizational levels and ensures follow-up action.
  • Prepares moderately complex reports, gathering and summarizing data utilizing firm applications (e.g., Data Query, Budget system) and various Microsoft Office software (e.g., Word, Excel, PowerPoint, Access, Visio).
  • Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures. Follows up on pending matters as needed.
  • Prepares and submits expense reports on behalf of the executive, maintaining or securing supporting documentation and ensuring accurate coding expense items.
  • Performs other duties as assigned.

Basic Qualification

High School Diploma/GED or equivalent
6 years related administrative experience

Preferred Qualification/Skills

- Ability to maintain confidentiality.
- Planning, time management, and organizational skills.
- Ability to balance multiple tasks and changing priorities.
- Attention to detail.
- Demonstrated ability to compose, edit, and proof read written documents (routine letters, business correspondence and reports of varying complexity).
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Will be proactive with responsibilities, have the ability to anticipate needs, and be a strong communicator

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Must be able to work autonomously, with or without direction
 

General Work Conditions

Office Environment: Work is generally performed in an office environment in which there is only minimal exposure to potentially unpleasant working conditions. Incumbent must have the ability to stand and sit frequently, and reach horizontally as well as vertically for overhead use.


HNTB Corporation is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran. 

The HNTB Companies are an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, sex, national origin, age, disability, pregnancy status, sexual orientation, gender identity, veteran status, marital status, genetic information, citizenship status, or other status protected by law.  In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law). We will provide reasonable accommodation for qualified individual with a disability where appropriate.

 

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