Executive Assistant

Description:

Baskerville-Donovan, Inc. (BDI) is a leading professional engineering firm dedicated to providing innovative, cost-effective, and sustainable solutions for our clients and communities. We serve public and private sector partners across the Southeast with a commitment to excellence, integrity, and service. We are seeking a highly organized, proactive Executive Assistant, in our Pensacola, FL office, to support our executive leadership team and contribute to the smooth operations of the firm. This position would be full-time between 30-35 hrs.

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to BDI’s executive leadership, ensuring efficient office operations, managing schedules, coordinating communications, finance and accounting assistance, and supporting strategic initiatives. This role requires exceptional organizational skills, professionalism, discretion, and the ability to anticipate the needs of executives in a fast-paced environment.

KEY RESPONSIBILITIES:

Executive Support

• Manage calendars, schedule meetings, and coordinate appointments for executives.
• Prepare meeting agendas, presentations, reports, and supporting documents.
• Handle confidential information with integrity and discretion.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Monitor and prioritize incoming communications, ensuring timely responses.
• Periodically attending work related events and community meetings as directed.

Operation & Administrative Support

• Organize and maintain digital and physical files, records, and documentation.
• Assist with project tracking, task follow-up, and internal workflow coordination.
• Support internal and external communications, including drafting correspondence.
• Assist the company’s finance and accounting team when needed.
• Plan, assist, and/or execute company meetings, events, and leadership retreats.
• Facilitate cross-departmental coordination and maintain positive internal relationships.
• Help coordinate the company’s FUN committee.

Process Management

• Assist with data gathering, and preparation of materials for executive decision-making.
• Coordinate initiatives and follow up on action items to ensure progress against deadlines.
• Identify opportunities for process improvement and support the implementation of enhanced administrative systems.

Requirements:

QUALIFICATIONS:

Required

• 5+ years of experience supporting senior leaders or executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and judgment.
• Proficiency with Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to adapt in a dynamic environment.

Preferred

• Experience supporting leaders in professional services markets.
• Associate’s or Bachelor’s degree in Business, Communications, or related field.
• Familiarity with project tracking or CRM tools.

KEY COMPETENCIES:

• Proactive Problem-Solving – Anticipates needs and resolves issues before they arise.
• Relationship Building – Partners effectively with internal and external stakeholders.
• Attention to Detail – Delivers high-quality work with minimal oversight.
• Confidentiality – Always exercises discretion when handling sensitive information.
• Resourcefulness & Initiative – Takes ownership and drives tasks to completion.

WHY BDI?

• Opportunity to team with a respected engineering firm with nearly 100 years of industry leadership in the Southeast.
• Collaborative, mission-driven environment focused on community impact.
• Professional growth, training, and development opportunities.
• Competitive compensation and benefits package.

BENEFITS:

• Group Health Insurance: Blue Cross Blue Shield of Alabama
• Dental and Vision Insurance: Florida Combined Life & Blue Vision (Davis)
• HRA: Pre-tax savings account for Health expenses with generous employer contributions.
• FSA: Pre-tax savings account for Health, Dental, Vision, or Over the Counter Medical Items
• Employer paid Life and AD&D, STD & LTD: USAble Life
• Supplemental Voluntary Life Insurance: USAble Life
• Employer paid Teladoc services: Talk to a Board-Certified Doctor 24/7 with no co-pay or fee
• Accident, Critical Illness, Cancer, & Hospital Choice: Aflac-Work with amazing Aflac reps that help employees file claims
• 401(k): BDI matches 100% of the employees' contribution up to 4%
• Paid Time Off (PTO): 17.87 days your first year. Increases with tenure.
• 8 paid Holidays
• Flexible and Family First Workplace
• Tuition Reimbursement
• Professional Development Opportunities
• Corporate Fitness & Wellness Program: Up to $45 gym membership reimbursement & Track your Miles award program
• Employee Assistance Program (EAP): Lucet offers services and resources i.e. Counseling, Legal & Financial, Work/Life and Coaching
• **FUN at WORK**: BDI is always putting on different employee engagement events throughout the year like BDI night at the Pensacola Blue Wahoos games and Pensacola Ice Flyers games, Mardi Gras Potluck, Escape Rooms, Company Beach Party, Crock Pot Cook-Off, Company Christmas Party and we can't forget the Kid's Christmas Party (Santa & the Grinch may make a visit each year!).
• Employee Appreciation & Recognition Program: Celebrate anniversaries and national employee group days
• Support local non-profits: Host fundraising events throughout the year as well as donation drives

DRUG-FREE WORKPLACE/BACKGROUND CHECK:

BDI is a Drug-Free Workplace. All job applicants will undergo a pre-employment drug screening for the presence of illegal drugs as a condition of employment. This includes marijuana (medical or recreational) due to the services we provide to federal contracts and projects, like the Department of Defense. Employment is also contingent on a pre-employment criminal background screening.

EEO/AA EMPLOYER/VET/DISABLED:

Baskerville-Donovan, Inc. is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identify, status as a protected veteran, among other things or status as a qualified individual with disability.