Executive Administrative Assistant II

Executive Administrative Assistant II Join us at the intersection of INGENUITY and INCLUSION. Infrastructure Engineering Inc. (IEI), a leading civil engineering firm recognized for quality, responsiveness, and Prime consulting excellence, has an exciting opportunity for an experienced Executive Administrative Assistant II (EA-II) to join our growing team. IEI cultivates various types of engineering projects from conception and planning through implementation. We're civil engineers - a diverse and experienced team excited by project challenges that tap into our passion for solving problems. The EA-II to the Chief Executive Officer and President serves as a strategic business partner and key liaison for both offices with the leadership team, staff, clients and other external stakeholders. While this position works primarily with the executive offices of CEO and President, it also provides support to the Board of Directors and executive leadership when necessary. EA-II provides comprehensive executive-level support to the Chief Executive Officer & President, managing complex schedules, Board of Directors coordination, Infrastructure Engineering Foundation (IEF) coordination, confidential communications, and strategic initiatives. This role serves as an extension of the CEO and President's office, helping to maximize their effectiveness, efficiency, and impact across the organization by reducing administrative and coordination burden. This role requires high level of professionalism, executive presence, judgment, and discretion, as well as the energy and resilience to manage a dynamic workload and evolving business priorities. This role is typically in a fast-paced environment, where schedules, priorities, and decisions may shift based on evolving business needs. This role requires being in office minimum of four (4) days a week. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity! Essential Duties/Functions and Responsibilities: Manage complex, frequently changing executive calendar with strategic prioritization of time commitments and coordinates travel arrangements with detailed itineraries Serve as a primary point of contact for internal and external stakeholders seeking access to the CEO, and President exercising sound judgment in urgency/prioritizing and routing inquiries appropriately. Facilitate communication flow and engagement between CEO, President, senior leadership and staff, as necessary. Help maintain clear documentation of decisions, including rationale and timing, to support the CEO and President when revisiting "why/when/how" choices were made. Coordinate cross-functional initiatives involving multiple department heads Schedule and prepare for leadership team meetings and strategic planning sessions Track leadership team action items and deliverables Track and manage follow-up items arising from meetings, ensuring timely completion and clear communication of status. Coordinate Board meeting logistics, including scheduling, materials preparation, and distribution Prepare comprehensive Board packages with supporting documentation and background materials Attend Board meetings to take minutes and manage action item tracking Maintain Board calendar, committee schedules, and director communication Handle confidential Board matters with appropriate sensitivity and discretion Coordinate and prepare materials for leadership team meetings, Board meetings, IEI Foundation meetings, and executive sessions Draft, edit, and finalize correspondence, presentations, and reports on behalf of the CEO and President. Support special projects and initiatives as assigned by CEO and President. Records, transcribes and distributes minutes of meetings Maintains a variety of databases, files and lists Process expense reports and manage executive office budget Supervises clerical and administrative staff Coordinates the workflow of clerical and administrative staff as necessary May greet visitors and direct them as required May monitor inventory and order office supplies May distribute incoming mail and packages May assist with preparing outgoing mail and packages Other duties as assigned To be successful in this role To be successful in this role, you must operate as a trusted strategic partner who anticipates needs, optimizes executive time, communicates with confidence and discretion, and represents the Office of the CEO and President with professionalism and sound judgment. In addition, you will have the following education, experience, and skills: Education & Experience: Bachelor's degree preferred; equivalent combination of education and experience considered Professional certification (CAP, PACE, or similar) valued but not required Minimum 7-10 years of progressive executive assistant experience, with at least 3-5 years supporting C-Suite executives Demonstrated experience working directly with CEO, President and or Board of Directors, including meeting coordination, materials preparation, and confidential governance matters Experience in professional services, engineering, construction, or related industries strongly preferred Proven track record of managing complex, high-volume calendars and competing priorities Technical Skills: High proficiency in Microsoft Office Suite. High proficiency with collaboration tools and client relationship management systems. Strong technological aptitude and ability to quickly master new platforms Familiar with Deltek (Vantagepoint) or similar platform is a plus Benefits and Perks: Highly Competitive Salary and Bonus Opportunities Medical, Dental, and Vision Benefits Personal Paid Leave (Paid Time-Off) Paid Parental Leave Paid Holidays Life Insurance Short and Long-term Disability Program 401K Program with Employer Match Profit Sharing Opportunity Employee Assistance Program Employee Bonus Referral Program Employee Appreciation Programs Employer Sponsored Recognition Events IE University - Degree Seeking Programs and Certifications Professional Development and Training Programs Tuition Reimbursement/Conference and Training Philanthropic Outreach and Volunteer Opportunities Opportunity to share ideas and express your point of view You are welcome to be your authentic self Working Conditions: IEI will provide a company vehicle for fieldwork with acceptable driver's record. Must be physically capable of walking and moving about on the construction sites, have good hand-eye coordination, and occasionally lift/move up to 50 pounds. Occasionally exposed to wet and/or humid conditions or in-progress construction hazards: fumes, toxic chemicals, risk of electric shock, and vibration. Often works around dust, asphalt, and concrete. Sometimes needs to put in extra hours, including weekends, to keep up with intense construction work at times and deal with unexpected situations and accidents. Spends some time working indoors to review blueprints and write reports. Usually works a standard 40-hour workweek either daytime or nighttime. Usually works in outside weather conditions. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee will work outdoors in various weather conditions, possibly for an extended period of time, depending on the assignment type. The noise level in the office work environment is usually moderate. The noise level on the construction site is often loud and may require the use of hearing protection. Equal Opportunity & Accessibility Commitment: Infrastructure Engineering, Inc. is committed to ensuring equal employment opportunity and full inclusion for individuals with disabilities. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, participate in an interview, or otherwise engage in the recruitment process, please contact our Human Resources department at 312-392-2796 or email . Accommodation is available upon request and will be provided in a manner that is consistent with applicable laws and our commitment to equal opportunity. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa currently.

Created: 2026-03-09