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