If you enjoy meeting challenges, solving problems, and managing multiple responsibilities, this Executive Assistant position with MacKay Sposito’s Administrative Operations team could be a great fit for you!
Reporting to the President/CEO, the Executive Assistant will handle complex calendar management, coordinate travel and expenses, and skillfully manage multiple tasks while fostering meaningful relationships. The role requires keen attention to detail, coordinating internal and external meetings, proactive problem-solving, and the ability to thrive in a fast-paced setting. We are looking for a friendly, proactive, relationship-focused team member who brings a continuous improvement mindset and is motivated to excel.MacKay Sposito operates across the energy and utilities, water and natural resources, transportation and public infrastructure, land development, and environmental services sectors, supporting complex infrastructure and community-driven projects.
We continue to expand our footprint while deepening our capabilities to serve a broader range of clients.We offer a comfortable and collaborative work environment. We’re serious about our work – but we’re serious about fun, too. If you're ready to make an impact and grow your career with a collaborative and mission-driven firm, let’s talk.What you will do in this role:
- Provide dedicated, high-level administrative and strategic support to the President/CEO, serving as a trusted partner to manage priorities, proactively anticipate needs, and ensure the efficient use of executive time.
- Oversee complex calendar management, scheduling, and comprehensive travel and conference planning, resolving conflicts and ensuring seamless execution across internal and external engagements.
- Handle highly confidential and sensitive information with absolute discretion, sound judgment, and professionalism.
- Plan, coordinate, and manage logistics, agendas, materials, and follow-ups for CEO meetings, board interactions, client engagements, and key internal events.
- Prepare, submit, and reconcile expense reports and related documentation in compliance with company policies and timelines.
- Act as a liaison between the CEO and internal teams, board members, and external stakeholders to facilitate clear communication and effective collaboration.
- Anticipate organizational and executive needs, streamline administrative processes, and drive continuous improvement to support CEO effectiveness and organizational goals.
- Support internal communications and contribute to a professional, positive, and high-performing workplace culture.
What you will bring to us:
- An associate's degree is preferred but not required.
- A minimum of two years of experience in a similar role, supporting executive leadership across a broad range of responsibilities, preferably within the civil engineering or A/E/C industry.
- High proficiency in organizational and time-management skills with the ability to prioritize tasks and meet deadlines.
- Proven track record of managing internal meetings, scheduling, and travel arrangements.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and demonstrate sensitivity in handling critical tasks and relationships.
- Proficiency in both Google Office Suite (Docs, Sheets, Meet, etc.) and Microsoft Office Suite (Word, Excel, PowerPoint)
- Experience with AI productivity tools
- Must be proactive, self-motivated, able to multitask, and work both independently and in a team environment.
- Skilled in communicating effectively and professionally with clients, consultants, and the broader community.
Why join the MacKay Sposito team?
- A people-first culture - We are dedicated to our employees and their families. We want to do what’s best for them, and their well-being helps drive our business decisions.
- An excellent reputation - Through our 50-year history, MacKay Sposito has built and maintained an outstanding reputation in our community, and with our clients and business partners. You’ll be joining a team with a strong foundation and reputation that you can be proud to be part of.
- A focus on community - MacKay Sposito and our employees believe in giving back to the communities we serve. As a firm, we support several local organizations focused on community pillars related to veterans and youth. Our team members serve in volunteer positions as commissioners, committee and board members, youth coaches, and participate across a broad range of initiatives.
Our ValuesAt MacKay Sposito, we’re serious about our work, but we don’t take ourselves too seriously. We have a unique and diverse mix of employees who enjoy each other’s company. In addition to having first-rate technical skills, we search out people who are friendly, honest, and dedicated to their work. We know work isn't only about who you work for, it is also about what you do and how you do it. Led by the strength of our values and a culture shaped by employee ownership, we network with each other, build on each other's contributions, and collaborate to make great things possible. We believe firmly in the principle of constructive candor – always telling the client everything they need to know to make fully informed decisions.
By creating a positive, committed, and supportive environment, we’re able to challenge our people to be the best that they can be, and to celebrate every success.About MacKay SpositoWith a diversified portfolio of business segments including civil engineering, landscape architecture, land surveying, construction management, environmental services, and entitlement and planning services, coupled with our strategic mix of public and private clients, we feel well-positioned for stability and growth.MacKay Sposito is all about building lasting relationships and strong communities, whether connecting public and private sectors, helping our clients put together a complex mixed-use masterplan development, getting power to a remote rural outpost, or improving a city’s facilities.
At our core, we’re committed to honesty, dedication and relationships. These pillars make up the foundation of how we treat our people, and ultimately our clients,Please note that the salary information shown below is a general guideline only. Salaries are based upon candidate experience and qualifications, as well as various market and business considerations.The wage range for this position is $31.50 - $37.50 per hour.Full-time employees receive a well-rounded benefit package including access to our company-sponsored Medical (including an HSA High Deductible option), Dental, Vision, FSA, and Supplemental Life Insurance plans.
We also offer 100% company-paid Life Insurance, Short-Term Disability, and Long-Term Disability coverage. Employees are eligible to participate in our company’s 401(k) plan with up to a 4% match. Additionally, employees also receive paid vacation time, paid sick time, and 11 paid holidays and can participate in employee ownership offerings. MacKay Sposito pays for expenses associated with licensure and annual bonuses.Employment requires passing a pre-employment background check and drug screen. As a federal Contractor, we participate in E-Verify and are proud to be an Equal Employment Opportunity employerOpen until filled.
