Executive Assistant - The Vertex Companies, LLC

The Vertex Companies, LLC (VERTEX) is a leading multidisciplinary engineering and consulting firm that provides forensic consulting, engineering design, construction management, claims & dispute resolution, and environmental solutions to insurance carriers, sureties, law firms, real estate owners, property managers, public agencies, and commercial clients.

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our C-Suite executives and act as office manager for our NYC office. This role is critical to ensuring the efficiency and effectiveness of our leadership team.

Position Summary:
As the Executive Assistant, you will provide high-level administrative support to multiple members of our Executive team and act as the Office Manager for our NYC office. You will be responsible for calendar management, travel arrangements, meeting coordination, and special projects. This position requires a seasoned professional who can handle confidential information with discretion, communicate effectively across multiple levels of the organization, and maintain a poised and professional demeanor under pressure.

Key Responsibilities:

• Calendar Management: Manage complex and dynamic schedules for multiple C-suite executives, prioritizing and organizing appointments, meetings, and events.
• Travel Coordination: Arrange domestic and international travel itineraries, including but not limited to flights, accommodations, ground transportation, and detailed travel agendas.
• Meeting Coordination: Organize internal and external meetings, including board meetings, client calls, and team sessions. Prepare agendas, materials, and follow-up actions as needed.
• Communication Liaison: Act as the point of contact between executives and internal/external stakeholders, ensuring clear and timely communication.
• Document Preparation: Draft, edit, and proofread documents, presentations, and reports for executive team review. Ensure all materials are accurate and delivered on time.
• Expense Management: Process and reconcile expense reports in accordance with company policies and procedures.
• Project Support: Assist with ad hoc projects, research, and tasks as assigned by C-suite executives.
• Confidentiality: Maintain the utmost discretion and confidentiality in handling sensitive information.
• Office Management: Act as Office Manager for our NYC office to ensure smooth office operations and address any administrative needs.

• Bachelor’s degree preferred or equivalent experience.
• Minimum 5-7 years of experience as an executive assistant or in a similar administrative role supporting multiple C-level executives, preferably in a professional services or consulting environment. Prior experience acting as an office manager desired.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools. Familiarity with travel and expense management software is a plus.
• Exceptional verbal and written communication skills, with the ability to interact professionally at all levels.
• Strong organizational and multitasking abilities, with a keen attention to detail and the ability to manage competing priorities.
• Strong sense of urgency and meticulous attention to detail.
• Resourceful and proactive in solving problems, anticipating the needs of executives, and making recommendations for improvements.
• Impeccable professionalism, with the ability to work under pressure in a fast-paced environment and maintain a positive and helpful attitude.
• Ability to handle last-minute changes and adjust plans accordingly while keeping executives informed.

The target annual base salary for this role for a candidate who meets the qualifications above is 90K - 115K.

All your information will be kept confidential according to EEO guidelines.

VERTEX offers a solid total compensation package including base salary and discretionary bonus plan. We also offer a robust benefits package including, healthcare (with multiple plan options) and dental; Company-paid Life Insurance, Short Term Disability, and Long-Term Disability. We offer a 401k plan with immediate match and vesting, Flex Spending Account, Employee Assistance Program, and other perks.  We provide a generous paid time off plan for eligible employees including 15 days of vacation, 64 hours of sick time, and 9.5 paid holidays (prorated for eligible part-time employees).  Our “Lifetime of Learning” program also offers tuition reimbursement and additional support for pursuing advanced education, to help employees grow their skills and careers.

VERTEX is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you require assistance to complete any part of the application process, please contact our Recruiting team at recruiting@vertexeng.com.

NOTICE TO THIRD PARTY AGENCIES:

Please note that VERTEX does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, VERTEX will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, VERTEX explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of VERTEX.