Executive Administrator to the CEO

Full Time
|
Berkeley

MIG, Inc. is a national planning, design, communications and technology firm with nearly 250 employees within 15 US offices. Our Berkeley office (and corporate headquarters) is seeking a steadfast and friendly Executive Administrator/Assistant to the CEO to join our multi-disciplinary team. This integral role requires collaboration with leadership to support the office and manage project coordination with our team of planners and designers. The ideal candidate will have the ability to think critically and creatively, work as part of a collaborative team in an open environment, and maintain a sense of humor.

The Executive Administrator/Assistant to the CEO works closely with Principals, Project Managers (PMs) and Associates to support their ability to manage projects and deliver high quality work products in a fast-paced environment.

Responsibilities

  • Management of CEO calendar; meetings coordination
  • Support the CEO by ensuring he is on track with schedule
  • Budget and time management for various projects
  • Under the guidance of CEO, preparation of Letters of Engagement for clients, outlining proposed scope and budget for new potential projects
  • Project Administration – assist designers/planners with various project-related tasks, invoice and contract coordination, Financial Health Reporting, electronic file maintenance, expense reports, travel arrangements, management of sub consultants
  • Project Support – Prepare meeting summary reports, photograph and reduce images of wall graphics produced during meetings, prepare meeting/workshop supplies
  • Client Management (private and public sector, including city and government officials)
  • Act and communicate on behalf of CEO and Project Managers by providing a trusted contact for immediate follow up for clients, other MIG branches, and partners
  • Events, conferences, and speaking engagement coordination

Qualifications

  • Minimum 2-year experience in a professional office; experience supporting projects preferred
  • Bachelor’s degree
  • Excellent writing, proofreading and document production skills
  • High-level proficiency in Word, Excel, and PowerPoint
  • Excellent communication, organization, and efficiency; high attention to detail
  • Professional demeanor, positive attitude and desire and willingness to learn
  • High level of autonomy with strong team orientation
  • Flexibility, adaptability, willingness to pitch in wherever help is needed, proactive nature and ability to anticipate needs of project staff
  • Sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and timely delivery
  • Ability to bring new ideas to help manage and implement systems that help the office function efficiently

Desired Skills:

  • Comfortability with Google calendar, docs, sheets, etc.
  • Experience with contract and budget management
  • Adobe InDesign, Photoshop, and photo editing
  • Experience with Deltek Vision software