Senior Executive Assistant & Special Projects Coordinator

About the role

Beato Consulting Engineers is seeking a Senior Executive Assistant & Special Projects Coordinator to serve as a trusted partner to its leadership team. This role goes beyond traditional administrative duties, requiring proactive problem‑solving, strong organization, and the ability to manage multiple priorities across several locations.

Key responsibilities

• Manage and optimize the leadership team’s calendar, meetings, priorities, and commitments.
• Coordinate meeting agendas, briefing materials, and follow‑up action items.
• Draft, review, and handle professional correspondence while maintaining confidentiality.
• Arrange domestic and international travel with detailed itineraries.
• Track executive action items, monitor deadlines, and ensure timely follow‑through across teams.
• Lead special projects from initiation through completion, identifying and resolving issues early.
• Assist with recruiting coordination, interview scheduling, and onboarding processes.
• Maintain vendor relationships, renewals, subscriptions, and corporate administrative requirements.
• Prepare presentations, reports, summaries, and executive documents; take meeting notes and manage action logs.
• Leverage Microsoft 365 and AI tools to improve efficiency, streamline repetitive tasks, and maintain organized digital systems.

Required profile

• Self‑starter who naturally takes ownership and gets things done without waiting for direction.
• Resourceful, detail‑oriented, and able to thrive in a fast‑paced environment.
• Strong business judgment with the ability to handle sensitive information discreetly.
• Excellent communication skills for interacting with executives, clients, employees, partners, and vendors.

Required skills

• Microsoft 365