Executive Assistant

Hazen and Sawyer is seeking a proactive and energetic Executive Assistant (EA) to join our Atlanta office. This in-office position will provide high-level administrative support and assistance to the office leadership and other staff (4 days/week, 30+ hours/week). This role requires local travel throughout metro Atlanta and may include short-term travel to conferences / events to support the Atlanta office. Occasional work outside of normal business hours may be required (typically for events).

Why Hazen and Sawyer:

- Founded in 1951 by the son of Allen Hazen (developer of the Hazen-Williams equation), we are an employee-owned company with a singular focus on "all things water."

- Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management.

- We foster a work environment low on bureaucracy and high in creativity.

- We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed.

- We currently have over 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.

- A flexible hybrid work schedule supports today's busy professionals.

Responsibilities:

- Executive Support

- Support office leadership team.

- Coordinate office projections.

- Write, edit, format, and review correspondence, reports, and other written materials.

- Coordinate internal and external resources to ensure operations run efficiently.

- Coordinate schedules to set up meetings.

- Attend meetings, take notes, and provide meeting summaries.

- Prepare and submit expense reports for office leadership.

- Manage the Atlanta office’s Administrative Assistant and serve as a back-up to this role on occasion when needed.

- Operations Support

- Plan, coordinate, and/or support on- and off-site events, including researching alternatives, coordinating with venues/vendors, and managing logistics.

- Assist with onboarding new colleagues.

- Assist in obtaining annual business licenses, corporate dues, and local sponsorships.

- Alongside the office’s Administrative Assistant:

- Serve as point of contact for building management.

- Ensure office supplies are stocked and organized.

- Coordinate with IT department for office equipment.

- Arrange catering for meetings.

- Document Controls

- Assist with production of technical documents, including writing, proof-reading, formatting, copying, and assembling.

- Log, organize, and distribute document submittals.

- Marketing and Business Planning

- Support marketing efforts: coordinate meetings, perform research, and develop marketing materials.

- Participate in business development meetings, distribute action items, and monitor the completion of tasks.

- Proposal Coordination

- Assist with proposal development, including coordinating proposal schedule, creating and maintaining project descriptions, preparing and maintaining staff resumes, and helping with copywriting and copyediting.

Required Skills:

- Excellent written and verbal communication skills, with the ability to interact with a variety of staff, clients, and vendors.

- Strong multi-tasking skills: ability to organize and coordinate multiple concurrent tasks to completion.

- A strong work ethic, efficient work methods, and excellent attention to detail.

- Ability to take direction and complete tasks with minimal supervision.

- Maintain professionalism with all staff, clients, vendors, and industry stakeholders.

- Maintain confidentiality and handle sensitive information related to the company and its employees with discretion.

- Proficient with Microsoft Office software and an aptitude for learning new software and systems.

- Ability to lift and carry up to 50 pounds on a regular basis.

- A valid Georgia driver’s license with ability to utilize a personal vehicle to travel locally.

Qualifications and Educational Requirements:

- A minimum of 10 years of experience working in an office environment performing administrative duties and providing support to managers and/or company leadership.

- Professional degree or equivalent work experience.

What We Offer:

- Comprehensive health benefits (medical, dental, vision, and prescription plans)

- Pre-tax flexible spending plans for medical, dependent care, and transportation

- Short and long-term disability, and employer paid life insurance

- Paid holidays, floating holidays, and paid time off (PTO)

- Employer-contributed 401(k) plan and additional financial planning support

- Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships

- Starting pay range for this position depends on skills, experience, education and geographical location