Executive Assistant

At Elecnor Hawkeye, we prioritize our employees by fostering a collaborative, dynamic environment that enables them to reach their full potential. As a leading company in engineering, construction, and infrastructure, we provide solutions for electrical transmission, substations, gas pipelines, and solar facilities. Our goal is to build essential energy infrastructure while supporting the transition to cleaner energy sources. We have established a strong reputation for delivering affordable and safe services, and we remain committed to ensuring customer satisfaction, protecting the environment, and completing projects on time and within budget. We consistently seek ways to enhance our operations, support ongoing growth, and expand our services across the Northeastern and Mid-Atlantic regions and beyond.

The Executive Assistant at Elecnor USA plays a crucial role in supporting the organization’s leadership by providing high-level support to the Executive Department in a dynamic, rapidly growing environment. This position serves as a trusted partner, necessitating sound judgment, the ability to anticipate needs beyond standard administrative tasks, proactive execution, and a deep understanding of both operational details and executive priorities. The Executive Assistant will work closely with other executive assistants and corporate teams in Spain, requiring exceptional communication skills in both English and Spanish, as well as the ability to manage multiple time zones. This role also involves leveraging artificial intelligence (AI) tools to enhance efficiency by generating high-quality reports and preparing executive-level communications for quarterly board meetings, monthly leadership retreats, client events, and industry conferences. As the Executive Assistant, you must have a strong presence and the ability to maintain confidentiality while fostering positive relationships across all departments and with external vendors and contractors.

Responsibilities

• Oversee projects by managing priorities and following up on open items to ensure that all deadlines and requirements are met.
• Track and follow up on action items, decisions, and deliverables across all meetings and events
• Ensure timely execution of approvals (contracts, requisitions)
• Prepare comprehensive meeting materials, including presentations, reports, briefings, slide decks, financial summaries, agendas, and pre-reads
• Plan and execute quarterly board meetings, including venue selection, catering, board packet preparation, A/V setup, and post-meeting action item tracking.
• Organize monthly leadership off-sites and closing meetings across finance and operations teams, managing all logistics such as venue booking, transportation, catering, agenda compilation, metrics reporting, and decision follow-up.
• Coordinate all logistics for executive meetings, including venues, itineraries, catering, and audio/visual requirements.
• Attend internal meetings to capture notes and track action items.
• Collaborate with communications and marketing to coordinate corporate outings, industry conferences, and client relations events, including logistics, registrations, and booth materials.
• Manage annual corporate golf outings from start to finish, including course selection, registrations, branded materials, tee time coordination, and sponsor communications.
• Plan and execute client networking events, from venue research and invitation management to day-of logistics and post-event communications.
• Support executive attendance at industry conferences and trade shows, handling registration, travel arrangements, booth logistics, client dinners, and expense reconciliation.
• Reconcile and submit expense reports.
• Input payroll for executives and direct reports
• Maintain corporate memberships, donations, and key records.
• Manage vendor relationships and ensure timely communication with internal and external stakeholders.
• Manage complex, frequently changing calendars and travel arrangements for executives and their direct reports.
• Leverage AI tools and MS Office (especially Excel) to drive efficiency and optimize workflows
• Performs other duties as assigned

Qualifications

• A Bachelor’s degree in Business Management, Communications, Administrative Management, or a related field is required.
• A minimum of 7 years of experience supporting C-suite executives or equivalent executive-level administrative experience is required.
• The ability to in…