About the Role

Leadership Administration and Practice Coordinator 

Description

Join Our Growing Team Powering a Sustainable, Well, and Resilient Future.

Does this describe you?

• Do you like to assist leadership in operations in performing their best?

• Do you thrive in organizing processes, managing calendars, travel and meeting logistics?

• Do you love applying a keen attention to detail to your every day work?

• Do you like to continuously learn and explore new ways of gaining efficiency in processes?

If so, now is the perfect time to join HEAPY — a growing firm driven by innovation, purpose, and people. We’re expanding to meet the needs of our clients and communities, creating exciting new roles and growth opportunities along the way.

At HEAPY, our Colleague First approach means we invest in your career, well-being, and success. We’re committed to building a more sustainable world through thoughtful design and collaborative partnerships, and we’re looking for team members who want to grow with us while making an impact.

HEAPY is seeking a Leadership Administration and Practice Coordinator to join our Colleague First culture in our Dayton office location in a hybrid arrangement.

You’ll be empowered to do meaningful work, develop lasting relationships, and be part of a team where your ideas, growth, and authentic self are truly valued.

While the qualifications listed below outline an ideal candidate, we encourage individuals to apply. We value rising talent!

Position Requirements

SUMMARY

Reporting to the Chief People Officer (CPO), the Leadership Administration and Practice Coordinator supports HEAPY leaders in an efficient, transparent manner, proactively combining executive support with operational coordination.

This position provides administrative support for various practice and executive processes, including proposal development support, project planning/budgeting, customer relations management system updates, communications, calendar and meeting management, and presentations.

This role ensures leaders are prepared, workflows are efficient, and systems, meetings, and communications are executed with discretion, foresight, and precision, while continuously improving how work gets done.

QUALIFICATIONS

• Five years’ (minimum) executive-level assistant experience, preferably at a midsize company ($30m-70m company / 250+ people).

• Experience supporting multiple leaders within the organization.

• Demonstrated skills of being proactive, flexible, curious, detail-oriented, deeply service-driven, and solutions-oriented.

• Possession of a proactive and positive attitude with a willingness to learn and take on new challenges.

• Strong organizational skills with an ability to prioritize tasks and manage time effectively.

• Excellent written and verbal communication skills.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Aptitude for sound decision-making and problem-solving in pressure situations.

• Advanced Microsoft Office skills with exceptional efficiency, paired with a strong ability and interest to learn and adapt to new technologies quickly.

• Experience with Deltek VantagePoint or other similar system is preferred but not required.

DUTIES & RESPONSIBILITIES

• Supports executive effectiveness through managing calendars, meetings, logistics, communications, and materials.

• Maintains organized electronic files and records for the C Suite and Board of Directors, ensuring confidentiality and accuracy.

• Coordinates and arranges meetings, prepares agendas, reserves and prepares internal meeting spaces, and attends/records/distributes meeting minutes related to the C Suite, Board of Directors, and Shareholder activities. This includes:

  • Managing meeting and travel logistics (including airline travel) for Chief Executive Officer (CEO) with a high level of attention to detail, proactively gathering relevant information about venues, rooms, layouts, and amenities to ensure leaders are prepared.

  • Reserving and coordinating external event spaces for monthly or quarterly meetings outside of the HEAPY office for executives, Board Members, and Shareholders.

  • Assisting the other executive team and/or HR with related arrangements as requested.

• Orders supplies, food, flowers, and other gifts as requested by executives or HR staff.

• Collaborates with the HR team on various projects, providing administrative support where needed.

• Assists with internal communications, including drafting memos, emails, and other correspondence as needed.

• Maintains employee confidence and protects operations by keeping human resources and private corporate information confidential.

• Helps prepare the CEO’s events and presentations, proactively managing timelines, progress, and deliverables to ensure consistent readiness and execution.

• Assists with developing visual materials and presentations and embraces technologies that streamline workflows through automation.

• Assists practice colleagues with maintaining client activities and opportunities in the customer relationship management platform.

• Upholds quality management standards by ensuring all documentation is properly entered into HEAPY systems and required design reviews are completed accurately.

• Manages inputs and outputs of the Construction Administration process per requirements, ensuring the shared portal for colleague, partner, and vendor access is maintained.

• Additional responsibilities as requested/needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Ability to remain sedentary at a workstation for long periods of time while operating a keyboard and using a computer screen.

• Ability to operate a mouse, stylus, or similar tool to make adjustments to electronic visuals.

• Ability to see details of objects on a screen, including differences in colors, shades, and brightness.

• Ability to communicate in person and via phone with other individuals.

• Ability to move, transport, or position items weighing up to 25 lbs.

• Ability to apply established protocols and practices in a timely manner and follow safety guidelines for both the company and clients.

• Ability to gather, organize, and evaluate information related to projects, calculations, and visual diagrams.

NOTE

This job description is not designed to state or imply that the listed responsibilities are the only duties to be performed by the colleague in this position. Duties, responsibilities, and activities may change or be assigned by a person authorized to assign such duties at any time with or without notice.

All responsibilities and requirements listed are considered essential and are subject to possible modification to reasonably accommodate qualified individuals who may request such modification due to disabilities. This document does not create an employee contract, implied or otherwise, other than an “at will” relationship.

#LI-Hybrid

PositionAdministrative Assistant  

Exempt/Non-ExemptNon-Exempt  

Location Dayton, OH  

About the OrganizationJoin Us and Be Part of the Solution!

Tired of seeing inaction in the world? Searching for a way to affect change and be part of the solution?

HEAPY is a fast-growing, forward-thinking company driven by our core PURPOSE: To Build a Sustainable, Well, and More Resilient Society.

We deliver engineering design, building optimization, and construction management solutions that reduce energy and resource consumption and help our clients and community build a brighter future. We are a company tackling climate change and moving society forward, and we are looking for creative colleagues who want to use their strengths to make a true difference.

We want to invest in YOU through our "Colleague First" set of values. At HEAPY, you can craft the career path you want to take, in a work environment that offers flexibility, life - work harmony, and an opportunity to succeed using your strengths. We want you to make an impact through our mission of collaboration, performance, and inspiration.

Join our "Colleague First" culture - where we care about you as a person and invest in your growth and potential. Here you will find meaningful work and enduring relationships.