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.