Executive Assistant

Dave Schmitt Engineering, Inc. is seeking an organized, dependable, and detail-oriented Executive Assistant to support company leadership and coordinate administrative operations. This position works closely with the President, engineers, permit coordinators, and other staff to keep daily operations, project documentation, communications, and office activities organized and running efficiently.

The ideal candidate is proactive, professional, comfortable managing multiple priorities, and capable of working independently in a fast-paced engineering consulting environment. This role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage a wide range of responsibilities.

Key ResponsibilitiesExecutive and Administrative Support

• Provide direct administrative support to the company President and assist with daily business operations.
• Manage email correspondence, calendars, meetings, and follow-up items.
• Draft, proofread, format, and distribute business correspondence, reports, proposals, and other documents.
• Maintain organized electronic files, company records, and administrative documentation.
• Handle confidential information with discretion.
• Track assignments, deadlines, and outstanding requests to help ensure timely completion.
• Attend meetings, take detailed notes, document key decisions and action items, and distribute meeting minutes or summaries to relevant staff as needed.

Engineering Proposals and Project Administration

• Prepare and format engineering proposals, scopes of services, fee schedules, and supporting documentation.
• Coordinate with engineers, project managers, clients, and outside consultants to obtain project information and clarify proposal requirements.
• Track proposal requests, submissions, project information, and deadlines.
• Assist with project setup, contract documentation, task assignments, and other project-related administrative requirements.
• Maintain accurate project lists, status reports, and internal tracking documents.
• Review documents for completeness, consistency, formatting, and accuracy before distribution.
• Assist with contract and project file maintenance throughout the project lifecycle.

Office Operations and Human Resources Support

• Assist with employee onboarding, personnel paperwork, benefits enrollment coordination, and other HR-related administrative tasks.
• Maintain employee records and related documentation as assigned.
• Coordinate office needs, equipment, and administrative resources.
• Help coordinate company events, employee activities, and professional organization events.
• Assist with internal procedures, administrative workflow improvements, and documentation of office processes.
• Support communication between management and staff to help keep daily operations organized.

Communications, Marketing, and Graphic Design

• Design and produce company newsletters using Adobe Illustrator or Canva.
• Create and format marketing materials, social media graphics, company announcements, and other visual communications.
• Gather content and information from staff for newsletters and company communications.
• Prepare and distribute internal announcements and external communications.
• Assist with company branding, anniversary celebrations, professional organization activities, and community involvement initiatives.
• Support the preparation of marketing and presentation materials that maintain a consistent, professional company image.

Qualifications

• Previous experience in executive assistance, office administration, or a similar administrative role.
• Strong organizational, written communication, proofreading, and document formatting skills.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to manage competing priorities, meet deadlines, and maintain accurate records.
• Strong attention to detail and the ability to work independently with minimal supervision.
• Professional communication skills when interacting with company leadership, employees, clients, and vendors.
• Ability to exercise sound judgment, maintain confidentiality, and follow through on assignments.
• Willingness to learn industry-specific processes and terminology.

Preferred Skills and Experience

• Experience in an engineering, construction, consulting, or other professional services environment.
• Experience preparing proposals, scopes of services, fee schedules, contracts, and project documentation.
• Working knowledge of Adobe Illustrator, including newsletter layout and graphic design.
• Experience creating newsletters, marketing materials, and social media graphics.
• Proficiency with Adobe Acrobat for editing, formatting, and managing PDF documents.
• Experience with employee onboarding, benefits coordination, or personnel administration.
• Familiarity with project tracking, document management, and administrative process improvement.

Work Environment

This is an in-office position based in Orlando, Florida. The role involves regular interaction with company leadership and staff and requires the ability to shift between administrative, project-related, and communications responsibilities throughout the workday.

The successful candidate will be organized, adaptable, resourceful, and comfortable taking ownership of assigned responsibilities while maintaining accuracy and professionalism.

Pay: $22.00 - $24.00 per hour

Expected hours: No less than 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Orlando, FL 32828 (Preferred)

Work Location: In person