Executive Assistant

Description

Who We Are:

m2e Consulting Engineers is a full-service multi-disciplinary engineering consultancy in South and Central Florida that delivers industry-leading creative and technical services to a variety of clients including building owners, architects, developers, property managers, law firms, and general contractors.

Our Core Values

• Integrity First – We always act with honesty and transparency, and we own our mistakes.
• Excellence in Service – We anticipate client needs, deliver exceptional results, and maintain a client-focused mindset.
• Take Responsibility – We deliver on our promises, are dependable, and remain results-oriented.
• United in Success – We collaborate effectively, respect each other, support one another, and leave our egos aside.
• Committed to Growth – We embrace learning, strive for continuous improvement, and pursue excellence in all we do.

Working At M2e:

• Creative, collaborative environment with Friday Happy Hour to relax after a productive week. 
• 100% employer-paid Healthcare Premiums (Medical, Dental, Vision, GAP). 
• 11.5 Paid Holidays, and Unlimited Flexible PTO. 
• 401K plan with 100% match on the first 5%. 
• m2e ranked as one of Inc. Magazine's 5000 Fastest Growing Companies and has been named one of the Best Places to Work by the South Florida Business Journal.

Job Purpose

The Executive Assistant provides direct support to the President of m2e by managing schedules, priorities, communications, and projects to ensure effective leadership operations. This role will streamline executive workflows, oversee both business and personal requests, and act as a trusted liaison between the President and internal or external stakeholders. By handling critical administrative functions and maintaining confidentiality, the Executive Assistant enables the President to focus on strategic decision-making and the continued growth of m2e. This is a full-time, onsite position, and the Executive Assistant is required to be present in the office daily.

Main Duties and Responsibilities

• Manage the President’s calendar, schedule meetings, coordinate priorities, and ensure daily operations run smoothly.
• Track deadlines, follow up on deliverables, and provide support for key initiatives and executive projects.
• Arrange and coordinate travel itineraries, accommodations, transportation, and prepare detailed trip agendas.
• Prepare agendas, coordinate logistics, attend meetings as needed, and ensure timely follow-up on action items.
• Support office organization, oversee supplies, and assist with vendor relations, serving as backup to office management staff.
• Assist in organizing team gatherings, client events, and offsite meetings.
• Draft correspondence, screen calls, and serve as a point of contact between the President and internal or external stakeholders.
• Handle sensitive information with discretion, professionalism, and confidentiality.
• Compile information, prepare summaries, and create presentations to support executive decision-making.
• Assist the President with both business-related and select personal tasks to ensure overall efficiency and balance.
• Assist the President with personal and professional errands outside of the office as needed.

Requirements

Professional Qualifications

• Bachelor’s degree in Business Administration, Hospitality, Communications, or related field preferred. 
• Valid Florida driver’s license, reliable transportation, and a clean driving record.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite; familiarity with scheduling and productivity tools.

Minimum Experience

• 3–5 years of experience providing executive-level administrative support, preferably to C-suite executives.
• Proven experience managing complex calendars, coordinating travel, and handling confidential information.
• Experience in project coordination, event planning, or office management is a plus.

Skills And Abilities

• English proficiency: Fluent (speak, read, interpret, and write).
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent attention to detail and commitment to accuracy.
• Strong communication and interpersonal skills with ability to collaborate across teams.
• Ability to prioritize work, meet deadlines, and exercise independent judgment when required.
• Ability to deliver efficient customer service and maintain professionalism in fast-paced environments.
• High level of discretion and integrity when handling confidential or sensitive information.
• Flexibility to assist with both business and select personal tasks as needed.

Physical Demands*

Necessary to perform the assigned duties safely and effectively:

• Ability to sit with back at a 90-degree angle for up to 8 hours per day.
• Ability to look at a computer for up to 8 hours per day.
• Ability to stand upright for up to 8 hours per day.
• Must be able to access and navigate job sites and construction areas (uneven terrain, exposure to outdoor weather elements)
• Bending, stooping, squatting, kneeling, laying, crawling, and twisting required up to 30% of the time in this role.
• Must be able to ride in a hoist and/or swing stage.
• Must be able to lift, push, pull, and carry up to 50 pounds at times.
• Must be able to use right and left foot for repetitive movements as in operating controls or levers.
• Full dexterity of wrists and fingers required with repetitive motions.
• Must be able to see near, in the distance, color, depth, and range.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.