Executive Administrative Assistant

ITAC serves Process & Industrial clients with integrated engineering and construction services for complex capital projects. We also offer specialty services including power systems services and products, custom machine fabrication, and fall protection services and equipment. Founded in 1988 on a dream and a $5K loan, ITAC is a true success story. From humble beginnings to an ENR-Ranked Top Design Firm with a nationwide footprint and over 450 employees operating from 6 offices in Virginia, North Carolina, and South Carolina, we provide Fortune 500 companies with innovative design-build solutions. We specialize in power generation & utilities, chemicals, food & beverage, forest products, advanced manufacturing, and minerals & metals.

ITAC’s purpose is to make life better. For our employees, this means providing them with the resources and flexibility they need to have both a rewarding career and a fulfilling family life. ITAC is 100% employee-owned. Through our Employee Stock Ownership Plan (ESOP) and Direct Stock Ownership, every team member has the unique opportunity to be an owner who shares in the company’s growth and earnings. We offer our team a comprehensive benefits package and numerous employee incentives. Rooted in love, we serve and care for our employees like family.

We hire passionate and motivated people with an innovative mindset and the desire to grow. If the thought of challenging, fast-paced projects excites you, then you’ve come to the right place. At ITAC, you’ll be part of a collaborative team that works hard to make life better. For more information, visit itac.us.com.

This is a seconded position, meaning the selected candidate will be employed by ITAC but work on assignment with one of our clients. While day-to-day responsibilities will be managed on-site with the client, ITAC provides ongoing support, resources, and benefits as your employer. This position is for an expected duration of five (5) months with an opportunity for extension. Please only apply if these requirements are agreeable to you.

Objective

We are seeking a highly organized and proactive Administrative Professional to provide comprehensive support to the Vice President and departmental leaders. This role manages complex scheduling, travel coordination, budget and invoice processing, and the preparation of executive‑ready documents. The ideal candidate will work independently, handle confidential information with discretion, and collaborate effectively with colleagues and executives at all levels while ensuring smooth daily operations.

Responsibilities

• Understanding departmental priorities in order to effectively schedule and handle the Vice President’s time and workflow, maintain calendars, coordinating and scheduling travel itineraries.
• Scheduling and frequently arranging meetings on short notice, which involves extensive coordination and follow-up with other executives, directors, administrative assistants, and outside consultants.
• Provide similar support for several other leaders and colleagues in the department, as well.
• Maintaining necessary documentation to prepare and ensure accuracy of expense statements and invoices for departmental Directors.
• Handling phone coverage, screening phone calls and appropriately directing callers.
• Composing, editing and proofing correspondence, contracts, reports and/or presentations; handling sensitive and confidential materials and matters, while adhering to compliance procedures and processes.
• Interacting with executives at all levels.
• Inputting and maintaining budgets, processing invoices and ordering supplies for the department.
• Making sure records management retention policies are followed for file maintenance.
• Coordinating and preparing complex documents including correspondence, reports and presentations.

Requirements

• An Associate’s Degree (or equivalent experience), plus a minimum of 6 years of relevant experience.
• Strong organizational skills.
• Adept at tackling non-routine, complex projects and assignments with minimal mentorship.
• Ability to prioritize multiple tasks, work independently and make decisions in management absence.
• Excellent written and verbal communication skills.
• Advanced computer skills, including a thorough understanding and application of Microsoft Office Suite (Outlook, Power Point, Excel and Word).
• Ability to develop presentations and materials that are executive ready.
• Ability to interact with all levels within and outside of the company.
• Ability to maintain confidentiality.
• Understanding, influencing and/or serving people are important skills in completing responsibilities.

Benefits

From internships to seasoned professionals, our growing company provides career opportunities for all levels of experience. We offer our team a comprehensive benefits package and numerous employee incentives. For life’s challenges, we also provide our employees and their immediate families with certified chaplains for around-the-clock encouragement and support. Rooted in love, we serve and care for our employees like family. ITAC provides benefits such as

• Health, Vision, and Dental Insurance
• 401k & ESOP
• Life Insurance
• Short & Long-Term Disability
• Sick Time Off
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Tuition Reimbursement
• Professional Development
• Wellness Program
• Mentorship Program
• Safety Incentive Program
• 24/7 Chaplain Care