Engineering Systems Inc. (ESi) is an engineering and scientific investigation and failure analysis firm. We primarily work with law firms, insurance companies, and manufacturers on small to large-scale projects to answer any technical questions they have. Our projects can entail investigating major transportation accidents, equipment failures, personal injury claims, and damage to residential or commercial structures. The variety and depth of our project work creates a variety of fulfilling roles at ESi.
Please explore our website to learn more about ESi: www.engsys.com
What We Can Offer You

• Medical, Dental & Vision
• 401k with employer match
• Eligible for Spot Bonus, Merit Bonus, and/or Annual Bonus
• Competitive Salary
• Flexible Time Off (FTO) – encouraged to take 20 days of paid time off/year
• Career Growth for Administrative Staff
• Administrative Skills Training (Online & In-person)
• Pet Insurance
• Work/Life Balance
• Access to Wellbeats – on-demand fitness & well-being videos
• 9 paid holidays (8 standard holidays and 1 floating holiday)
• 30-minute fitness break available in addition to 1-hour lunch break
• Business casual dress code and positive working environment
• Continuing education opportunities
• Virtual network of professional administrative support

About This Role
An Executive Assistant provides professional complex administrative and advanced support services for consultants and management staff. They proactively serve as the primary liaison between the consultant and the consultant’s peers, clients, vendors, and other internal and external contacts. They utilize knowledge of corporate operations, company policy, the organization, personnel, and services to assist consultants, and can navigate a complex work environment. The Executive Assistant uses their skills to proactively relieve Consultants & Principals of administrative tasks and coordinates project activities at an advanced level.
Key Responsibilities:
Project Support

• Assists with obtaining and submitting relevant information for opening new projects.
• Assists with new project initiation and related protocol for the set-up of a project file.
• Initiates and processes file material; organizes and maintains paper and electronic file systems.
• Edits and finalizes technical reports, in all formats which may include digital or photo image enhancement, or transcription files.
• Is responsible for coordinating file production, including copying, organizing, and/or scanning file material which may include photo images or photographs, for preparation of deposition/trial materials.
• Organizes, indexes, and files electronic material into ESi's standard file structure; the material is hosted on an internal server and/or SharePoint.
• Reviews written work product for typographical accuracy, format, conformance with procedures, and internal consistency.
• Reviews and processes digital media, which involves using software to rename and edit photos and videos.
• Maintains spreadsheets with important reference information for consultants.
• Conduct internal research projects to gather information for the Project Team.
• Team player. Provides project support to Project Team as requested.
• Ability to track the status of all open/active projects and all deadlines and client needs.
• Creates OneDrive share links to send and receive data with clients.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Adaptable, fast learner who easily acclimates to new protocols and changing environments.

Communication:

• Must be very comfortable communicating both verbally and via e-mail with internal departments and external clients.
• Answers and screens Consultant's telephone calls and voicemails when they are unavailable if needed. Takes the initiative to locate and connect callers to consultants, as requested, or takedown relevant information to relay to the appropriate recipient.
• Reads and routes incoming mail, emails, and phone calls. Must identify and reference the appropriate file number to all incoming correspondence.
• Composes routine correspondence for communication with clients.

Scheduling:

• Schedules and sets up conference calls and arranges teleconference calls using Microsoft Teams.
• Coordinates Consultant's schedule for inspections and meetings which may include independent laboratory facilities either internally or externally.
• Takes initiative to add/edit calendar entries; maintains schedules using the office resource calendars.
• Ability to research, arrange, and coordinate travel schedules and reservations according to the Consultant’s travel preferences.
• Assists with scheduling inspections and meetings, including independent laboratory facilities either internally or externally.
• Responsible for securing the appropriate resources for internal inspections and meetings, such as lab space, conference rooms, and technician support.

Consultant Support:

• Ability to work independently with remote Consultants that travel or work away from the office for extended periods.
• Coordinates travel arrangements for consultants including logistics of flights, hotels, car rentals, and other reservations as requested.
• Drafts and submits expense reports on behalf of Consultants through SAP Concur.
• Acts as a liaison with all departments and offices, as well as with clients or vendors, on behalf of the Consultant.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Maintains Consultant’s current CV, testimony lists, certifications, and professional memberships including P.E. licensure.

Administrative:

• Keeps accurate and timely records of all billable and non-billable time for themselves, and as needed enters Consultant’s billable and non-billable time records, and ensures time is submitted prior to the organization’s internal billing deadlines
• Reviews Proformas for inconsistencies or errors before Consultants and Accounting receive them, as needed.
• Initiates collection efforts on behalf of consultants.
• Reviews and edits monthly billings for accuracy on each project for the designated Project Team prior to invoice generation.
• Sends invoices to clients and initiates collection efforts on behalf of consultants; maintains a record of collection attempts on an internal database.
• Submits Purchase Orders for equipment and supplies as needed and is compliant with ESi procedures.
• Handles shipping items via FedEx.
• Ensures completed projects are closed per ESi's standard operating procedure.
• Performs backup functions for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
• Is able to effectively operate a telephone, computer, copiers, printers, scanners, and other office devices as requested.

• Provides coaching and mentoring to more junior colleagues to assist them in developing skills needed to expand the types and levels of work they perform in the future.

• Conducts onboarding activities of new employees including setting up an office and providing training on ESi systems, processes, and procedures.
• Ability to assist Consultant with the management of remote independent contractor-related items, including the following: ensure proper independent contractor contracts and W9s are submitted for setup and review preliminary invoices to ensure all expenses and time are entered before the invoice is billed to the client.
• Ability to assist with vendor coordination, set-up for billing, direct expenses, and coordinate external/internal resources needed for inspections or testing.
• Leads or participates in planning, coordinating, and implementing office initiatives.
• Provides all other job duties as assigned.

Experience Requirements:

• 5+ years of executive or senior-level administrative support experience required.
• Understanding legal terminology and processes is a plus.
• Experience in a litigation law firm, civil background or insurance background is a plus.

Education:

• Bachelor's degree preferred.

Certifications, Licenses, Registrations:

• Registered CA Notary Public a plus.

Other Skills/Abilities or Other Qualifications:

• Highly skilled editor with expert knowledge of grammar, spelling, and punctuation.
• Ability to organize complex amounts of business information and develop it into cohesive, professional reports and presentations, with little guidance and ability to recognize and respond to business-related issues within the scope of the material.
• Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making.
• Ability to plan and coordinate the implementation of the selected alternative.
• Detail-oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
• Thrives in a fast-paced, constantly evolving environment. Does not get flustered with last-minute changes or requests.
• Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
• Good project management skills to coordinate and lead a variety of initiatives.
• Very proficient at providing executive-level support, and ability to coach and mentor more junior staff.
• Advanced communication skills, both written and verbal.

Computer Skills:

• Advanced skills in Microsoft suite of software especially Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams. Working knowledge of Lists & To Do a plus.
• Advanced skills in Adobe Acrobat.
• Proficient in internet research and database programs. Ability to work with documents from a wide variety of formats. Ability to install peripheral devices and software programs.
• Ability to leverage Microsoft Teams and SharePoint in a collaborative environment.
• Ability to use digital media software (FastStone or ACDSee) to rename and edit photos and videos.
• Well-versed in utilizing internet resources to learn new software quickly and efficiently.
• Experience with SAP Concur and 3E firm management software a plus.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand; walk and sit on a regular basis.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate. Work is performed in a typical office environment.

• Local candidates preferred - no relocation provided.

It is the policy of ESI, as an equal opportunity employer, to attract and retain the best-qualified individuals available, without regard to race/ethnicity, color, religion, national origin, gender, sexual orientation, age, disability, or veteran status. ESI is committed to recruiting, hiring, and promoting people with disabilities, as well as veterans. If you need assistance with completing the electronic application, please email your request to employment@engsys.com

Job Type: Full-time

Pay: $80,000.00 - $85,000.00 per year

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