Senior Executive Assistant Special Projects Coordinator

About Beato Consulting EngineersBeato Consulting Engineers (BCE) is a growing engineering and consulting firm serving clients throughout the United States and the Caribbean. We are committed to delivering exceptional service, innovation, quality, sustainability, and safety in everything we do.
As our company continues to grow, we are seeking a highly capable Senior Executive Assistant to serve as a trusted partner to the leadership team. This is not a traditional administrative role. The ideal candidate will be a proactive problem solver, exceptional organizer, and reliable executor who can independently manage priorities, coordinate projects, and ensure critical tasks are completed with urgency, accuracy, and professionalism.
This position supports the leadership team across multiple businesses and locations, requiring exceptional attention to detail, strong business judgment, and the ability to thrive in a fast-paced environment.
What You'll DoExecutive SupportManage and optimize the leadership team's calendar, priorities, meetings, and commitments.Coordinate and prepare meeting agendas, briefing materials, and follow-up action items.Draft, review, and manage professional correspondence and communications.Coordinate domestic and international travel arrangements and detailed itineraries.Maintain confidentiality while handling sensitive business and personnel matters.Serve as a trusted point of contact for executive-level communications.Project & Priority ManagementTrack executive action items and ensure timely follow-through across teams.Monitor deadlines, commitments, and key deliverables.Maintain task management systems to ensure priorities remain visible and organized.Coordinate special projects from initiation through completion.Proactively identify potential issues and drive solutions before they become problems.Business AdministrationAssist with recruiting coordination, interview scheduling, and candidate communications.Support employee onboarding activities and administrative processes.Coordinate vendor relationships, renewals, subscriptions, and corporate administrative requirements.Maintain accurate business records and documentation.Support proposal preparation, presentations, and administrative business initiatives.Communication & ReportingPrepare presentations, reports, summaries, and executive documents.Take ownership of meeting notes, action logs, and follow-up communications.Communicate professionally with clients, employees, partners, and vendors.Conduct research and gather information to support executive decision-making.Technology & ProductivityLeverage Microsoft 365 and AI tools to improve efficiency and organization.Identify opportunities to streamline repetitive tasks and administrative processes.Help maintain organized digital systems and documentation.
Who We're Looking ForYou are someone who naturally takes ownership and gets things done.You don't wait to be told every step. You are resourceful, organized, detail-oriented, and capable of independently solving problems. You enjoy bringing structure to fast-moving environments and take pride in ensuring commitments are completed accurately and on time.You thrive when helping others succeed and understand how to balance urgency, professionalism, discretion, and attention to detail.Most importantly, you are someone the leadership team can trust to handle important matters with confidence and reliability.
Required QualificationsBachelor's Degree in Business Administration, Management, Communications, engineering, or a related field.5+ years of Executive Assistant, Administrative Manager, Project Coordinator, or similar experience.Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.Strong written and verbal communication skills in both English and Spanish.Exceptional organizational and time management skills.Demonstrated ability to manage multiple priorities simultaneously.Strong problem-solving and critical-thinking abilities.Experience handling confidential and sensitive information.Ability to work independently with minimal supervision.
Preferred QualificationsExperience supporting executives, business owners, founders, or senior leadership teams.Experience working with U.S.-based companies.Familiarity with Microsoft Copilot, ChatGPT, and other AI productivity tools.Experience using Smartsheet, Monday.com, Asana, ClickUp, or similar platforms.Experience in professional services, consulting, engineering, architecture, construction, or related industries.
What Success Looks LikeWithin the first year, the successful candidate will:Become a trusted extension of the leadership team.Ensure priorities and action items are consistently tracked and completed.Improve executive organization and responsiveness.Create greater visibility into tasks, deadlines, and commitments.Improve communication and coordination across teams and locations.Implement tools and processes that increase efficiency and reduce administrative burden.
Why Join BCE?This position offers direct exposure to executive leadership, business operations, strategic decision-making, and company growth initiatives. The successful candidate will have the opportunity to make a meaningful impact while working closely with the leadership team in a dynamic and growing organization.