Executive Operations Coordinator

Executive Operations Coordinator

Requisition Number: 2025-2920-01

Are you an experienced executive administrative professional ready to take on a pivotal role with a thriving civil engineering firm where your work makes an impact every day? S&ME is seeking an Executive Operations Coordinator to join our administrative team in Charlotte, North Carolina to provide high-level support to senior executives, including our President and Chief Operating Officer, while fostering collaboration and efficiency across our organization. As an employee-owned company, we value your contributions and empower you to shape our success.

What You'll Do:

As the Executive Operations Coordinator, you will serve as a critical resource for senior executives, providing high-level administrative support to ensure seamless operations and effective communication across the organization. This role is pivotal in managing confidential information, coordinating complex schedules and events, and maintaining compliance with corporate and regulatory standards. By acting as a liaison among executive staff, shared services, and team members, the Executive Operations Coordinator fosters collaboration and supports strategic objectives while overseeing logistics, reporting, and operational processes.

• Trusted Executive Support: Serve as a reliable resource for senior executives and the Board of Directors by managing confidential information, coordinating schedules, and overseeing logistics, document preparation, and communication for quarterly Board of Director meetings and other executive-level engagements.
• Document and Communication Management: Prepare, transcribe, and manage reports, correspondence, meeting materials, and presentations for high-profile clients and partners. Act as a liaison to facilitate collaboration and communication across teams.
• Event and Meeting Coordination: Plan and facilitate virtual and in-person meetings, training sessions, and annual events. Oversee logistics, contracts, and vendor collaboration for seamless execution.
• Regulatory Compliance and Licensing: Coordinate the renewal of certificates of authorization and professional board registrations for firm licensing across multiple states. Oversee office location registrations on SAM.gov and manage the PIEE.mil platform.
• Operational Oversight and Reporting: Manage employee headcount reporting for ACEC National Dues, process Verizon invoices, and provide facility-related support. Offer guidance to office administrators to maintain operational efficiency.

Who You Are:

• You have a minimum of 10 years of experience providing senior-level administrative support in a dynamic fast-paced environment
• You are a Notary Public, or willing to obtain
• You work well under deadlines and respond quickly to changes in priorities
• You have exceptional organizational skills, with a strong eye for detail
• You have strong written and verbal communication and coordination abilities across teams and levels of the organization
• You are proficient in using Microsoft 365 software, including Teams, SharePoint, and standard office applications, with a strong ability to learn and adapt to new tools quickly
• You understand project structure in a client/consultant business environment
• You have a Certified Administrative Professional (CAP) Certification or other industry-recognized designations, a plus

Who We Are:

At S&ME, we've spent over 50 years providing innovative solutions in geotechnical, civil, environmental, and construction materials disciplines. Our team of 1,000+ employee-owners spans over 10 states, working together to deliver impactful results for our clients. We foster a culture of collaboration, honesty, and dedication, with a focus on making positive contributions to the communities we serve. As employee owners, we're invested in each other's success and prioritize creating an environment where everyone can thrive, both professionally and personally.

What We Offer:

We offer a comprehensive benefits package with a full suite of options, including well-being programs to support you and your family, as well as the development resources you need to advance in your career. We also believe in a flexible working environment, allowing you and your manager to determine how you can work most effectively and collaboratively to meet your client, team, and personal commitments.

• Competitive Compensation
• Medical, Dental & Vision Plans with HSA and FSA options
• 100% Employee Stock Ownership Plan (ESOP)
• 401K with Company Matching
• PTO with Rollover
• Maternity/Paternity Leave
• Employee Recognition Program
• Credential Incentive Program
• Tuition Reimbursement
• Company Vehicle with Fuel Card for Project-Based Work
• $2,000-5,000 Referral Bonuses
• & More!

If you are seeking a challenging and rewarding career with a firm committed to our employees and providing quality service to our clients, join our team!

This full-time role offers competitive pay based on experience. Candidates must comply with our Fleet Management, Substance Policy, and Reference Check requirements. Only candidates with valid employment eligibility (I-9) will be considered. Visa assistance is not available. S&ME reserves the right to hire internally or externally at any time. No candidate/recruiter calls, personal calls, or walk-ins are accepted.