Executive Assistant

BIRMINGHAM, AL

Are you an initiative driven, detail-oriented individual with a resourceful figure-it-out approach? Do you thrive in an ever-changing office environment and enjoy supporting a team to achieve their goals? If so, we have an exciting opportunity for you!

Neel-Schaffer, an engineering, planning, and construction management firm, is seeking an experienced and sharp Executive Assistant to join our team in our Birmingham (AL) Office. As a key member of our organization, the Executive Assistant will play a crucial role in supporting the priorities and initiatives of the Executive Vice President/East Region Manager and our Senior Vice President for Human Resources.

Responsibilities to Include

• Calendar & Inbox Management: Prioritize, schedule, and confirm meetings, calls, and follow-ups; manage high-volume email inboxes, and synchronize with internal and external stakeholders to optimize executive time.
• Financial and Vendor Management: Oversee light financial tasks, such as processing expense reports and other assigned tasks.
• Information Management: Maintain organized, secure, and easily accessible digital files and records.
• Technology and Tools: Utilize advanced proficiency in Microsoft Office, project management tools, and collaboration platforms (e.g., Teams, MS apps) to drive efficiency.
• Confidentiality and Discretion: Uphold the highest standards of confidentiality while managing sensitive information
• Communication Coordination: Manage high level communications, including drafting and editing correspondence, preparing confidential materials, and overseeing email workflows.
• Meeting and Event Preparation: Prepare comprehensive briefing materials, meeting agendas, and follow up actions to ensure leadership is well-informed, prepared and provides deliverables for the meeting.
• Project Coordination: Keep tabs on key deadlines and projects, making sure the owner stays informed and on track; Assist in planning and executing key projects, events, or initiatives, ensuring deadlines and objectives are met.
• Research & Prep: Assist with background research, vendor communication, and preparing information ahead of meetings.
• Process Improvement: Help develop and document workflows to keep operations efficient and organized.
• Travel and Logistics: Strategically plan and coordinate complex travel arrangements, itineraries, and related documentation for business engagements.
• Stakeholder Engagement: Act as a central point of contact, fostering positive relationships with internal teams, external partners, and other key stakeholders.
  
  

Requirements

• Bachelor’s degree with 8 to 10 years of proven experience as an Executive Assistant or in a similar role.
• Skills: Exceptional organizational, prioritization, and communication skills with demonstrated ability to handle complex tasks and tight deadlines.
• Tech Savviness: Advanced knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and collaboration tools (e.g., Zoom, Teams, etc.).
• Interpersonal Skills: Strong relationship building abilities with stakeholders at all levels, internally and externally.
• Problem Solving: Proven ability to anticipate needs, adapt to shifting priorities, and make informed decisions under pressure.
• Professionalism: Commitment to confidentiality, discretion, and delivering exceptional service.
  
  

Excellent Employee Benefits Package Includes

• Competitive salary and benefits package.
• Opportunity to work in a collaborative and supportive team environment.
• Professional development and growth opportunities.
  
  

Neel-Schaffer, Inc., is an equal opportunity employer. We value diversity and encourage candidates from all backgrounds to apply.