Administrative Assistant

TYLin is a globally recognized, full-service infrastructure consulting firm committed to providing innovative, cost-effective, constructible designs for the global infrastructure market. With over 3,000 employees throughout the Americas, Asia, and Europe, the firm provides support on projects of varying size and complexity. Together, we enhance conventional designs with smarter, more resilient systems. We provide people with better mobility. We steward precious resources by finding more sustainable solutions.

Seeking an experienced (5–10 years) Administrative Assistant to provide dedicated, proactive support to a VP-level leader. This role requires strong judgment, autonomy, and the ability to manage executive workflows with minimal direction. The ideal candidate anticipates needs, manages complex calendar and email workflows ensuring follow through on key commitments, executes documents and approvals on the VP’s behalf, and acts as a confident gatekeeper and liaison across internal and external stakeholders.

Core Responsibilities

• Manage the VP’s calendar: schedule, prioritize, and coordinate meetings, travel, and recurring commitments; resolve conflicts and optimize time.
• Triage and manage the VP’s email inbox: prioritize messages, draft and send replies on behalf of the VP, flag urgent items, and maintain clear follow-up systems. Serve as first‑line communicator for routine inquiries.
• Execute administrative approvals and sign routine documents per delegated authority; track signing deadlines and routing.
• Prepare agendas, briefing materials, presentations, and meeting notes; ensure timely distribution and follow-up on action items. Proactively track all items to completion and ensure no commitments are missed.
• Serve as primary point of contact for internal teams, clients, and external partners; handle confidential communications with discretion.
• Proactively identify and solve workflow issues, continuously scan for issues, bottlenecks, and unmet needs, and propose efficiency improvements.
• Manage and protect focus time; ensure strategic alignment of meetings with priorities.
• Regularly review upcoming commitments and ensure the VP is prepared in advance.
• Coordinate travel logistics and expense reports; manage reimbursements and corporate policy compliance.
• Maintain organized filing systems (digital and physical), contact lists, and recordkeeping.
• Support special projects, events, and ad hoc requests as assigned.

Required Qualifications

• 5–10 years of administrative support experience, including at least 2–3 years supporting a VP, C-level executive, or equivalent.
• Experience acting as a gatekeeper and representing an executive’s priorities.
• Ability to exercise judgment in determining what requires escalation versus independent handling.
• Proven ability to manage high-volume, complex calendars and inboxes.
• Experience executing or signing documents under delegated authority; strong understanding of confidentiality and compliance.
• Excellent written and verbal communication skills; professional phone presence.
• Strong organizational skills, attention to detail, and the ability to prioritize in a fast-paced environment.
• Highly proactive, independent worker who does not wait for direction.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and common calendar/email/expense tools (e.g., Outlook/Exchange, Teams/SharePoint, Deltek, Docu Sign).
• Comfortable working with senior leadership and cross-functional teams.

Preferred

• Bachelor’s degree or equivalent experience.
• Experience in a consulting, engineering, or professional services environment.

Competencies

• Sound judgment and discretion with confidential information.
• Anticipatory thinking and initiative.
• Time management and multi-tasking under pressure.
• Strong interpersonal skills and stakeholder management.

TYLin is committed to pay equity. As part of that commitment, we have provided the base compensation range of $50,400 - $75,600 annually for this position and local market. We recognize that each candidate brings a unique set of skills, experience, education and competencies to the table that will be…