Job Details

Position: Executive Assistant
Location: Providence, RI 02908 (Hybrid - 3 days onsite)
Duration: 5+ months of contract and possibility of extension
Shift: Monday - Friday, 8:00 AM - 4:30 PM

Job Description
The Executive Assistant supports the Planning, Design & Construction team within Facilities Management by handling advanced administrative tasks, coordinating schedules, and managing communications. This role requires strong organization, discretion, and the ability to manage multiple priorities.

Key Responsibilities

• Manage executive calendars, schedule meetings, and coordinate day-to-day activities.
• Prepare meeting agendas, reports, memos, and correspondence.
• Attend meetings, take minutes, and distribute summaries.
• Handle confidential and sensitive information with discretion.
• Maintain files, records, and documentation.
• Coordinate travel arrangements and expense tracking.
• Act as a point of contact for internal and external stakeholders.
• Manage communications via email, phone, and other channels.
• Support project coordination, reporting, and research activities.
• Organize meetings, events, training sessions, and workshops.
• Prepare and edit presentations and materials.

• 5+ years of administrative experience in a professional environment.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Google Workspace (Gmail, Calendar, Drive).
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to handle confidential information.

• Experience with FileMaker Pro.
• Experience supporting senior executives or leadership teams.
• Strong coordination and multitasking abilities.

• Associate's Degree or equivalent required.
• Relevant administrative experience in corporate or institutional setting.