Executive Assistant

The Executive Assistant provides high-level administrative and operational support to senior leadership at Urban Engineers. This role requires a highly organized, proactive professional who can manage multiple priorities, analyze data, and prepare professional communications, reports, and presentations. The ideal candidate is a self-starter with strong initiative, exceptional attention to detail, and advanced proficiency in Microsoft Office tools.

Responsibilities:

Executive Support

Provide day-to-day administrative support to senior executive and legal counsel
Manage calendars, schedule meetings, and coordinate appointments
Prepare agendas, take meeting notes, and track action items

Data Analysis & Reporting

Analyze and compile data to support executive decision-making
Create reports and summaries using Microsoft Excel, Word
Develop presentations and summaries using PowerPoint

Document Management

Prepare and edit professional correspondence, reports, and presentations using Microsoft Word
Manage and distribute documents requiring electronic signatures using DocuSign
Maintain and optimize digital filing systems and documentation

Project & Operational Support

Provide support to the Quality Manager or Field Safety Manager
Coordinate cross-departmental projects and follow up on deliverables
Assist with preparing reports, budgets, and internal documentation
Support process improvements and administrative workflows
Develop, maintain and optimize SharePoint usage by corporate functions

Communication & Coordination

Serve as a liaison between executives and internal teams
Ensure timely communication and follow-up on key initiatives
Maintain strict confidentiality with sensitive information

Qualifications:

Bachelor’s degree in Business Administration, Communications, or a related field preferred
5–7 years of experience supporting senior leadership
Experience handling confidential and sensitive information

Technical Skills

Advanced proficiency in Microsoft Excel (data analysis, spreadsheets, reporting)
Strong skills in PowerPoint
Proficiency in Microsoft Word and Visio for professional document preparation
Experience using DocuSign or similar electronic signature platforms
Experience developing and maintaining SharePoint sites

Key Competencies

Highly organized with exceptional attention to detail
Strong analytical and problem-solving skills
Self-starter with the ability to work independently
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced environment meeting deadlines
Strong initiative and proactive approach to assigned tasks

Preferred Qualifications

Experience supporting executives including legal counsel
Familiar interfacing with project management tools, ERP systems, and other their party prequalification software (e.g., ISNetWorld).

Licenses

Active PA or NJ Notary Public certification preferred or willingness to obtain.

Location(s): Philadelphia, PA (Hybrid)

Benefits of working at Urban:

Medical/Prescription
Dental
Vision
Life Insurance
Short/Long Term Disability
Flexible Spending Accounts
401K and company match
Vacation, Holiday, and Personal Days
Tuition Reimbursement
Professional Development
Certification Bonus

About Urban:

Our culture is built around our people. Voted a top workplace by our employees, we are committed to advancing careers and providing a foundation for professional growth. Urban offers a wide range of health, welfare, and financial benefits to our employees, as well as career development through our own Urban Training Institute, tuition assistance program, and certification incentives.

Founded in 1960, Urban provides services for buildings, ports, transit, railroads, airports, bridges, and highways. We specialize in engineering design, environmental, planning, construction services, and program management. By providing innovation, technical excellence, and on-time performance, we create value for a proud Urban family.

Equal Employment Opportunity/M/F/disability/protected veteran status