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Executive Assistant / Project Admin to the Managing Director

Job Details:
  • Full Time
  • Hybrid / In-Person in Pittsburgh, PA
Required Qualifications:
  • Min 3 years experience in administration or related field
  • Bachelor’s degree in Business Management, administrative management, general business, communications, English, project management, or related technical field
  • Min 3 years experience in document management for engineering or construction related projects
Pay & Benefits: 
  • Salary; $47,000 – $55,000 per year based on experience
  • PTO
  • Health Plan
  • Dental Insurance
  • Vision Insurance
  • 401 (k)
  • Professional Development Assistance
  • Tuition Reimbursement
Job Description

The Executive Assistant/Project Admin is responsible for managing company documents while also ensuring their accuracy, quality, and integrity. H/She will help E. Holdings, Inc. adhere to record retention policies, safeguard information, and retrieve company records more effectively.

H/She will provide high quality administrative and office professional support to the senior executive and project team located regionally. The ideal candidate will be experienced in a fast paced, ever changing environment and be the lead for the administrative and office management activities supporting one or more Associate Director(s)/Managers or Executive and his/her team. The ideal candidates will work independently to produce quality results and manage sensitive information with discretion and confidentiality.

Job Responsibilities

70% – Operations Support

  • Administrative / Operation Coordination – The incumbent must be a self-starter, able to work independently, proactively address issues and represent E. Holdings’ internally and externally in a positive manner. Excellent communication, interpersonal skills, self-motivation, reliability and professional demeanor are required. Proficient in Outlook, MS Office, Word, Excel, PowerPoint, and SharePoint software. Working knowledge of Access and Pivot tables.
  • Calendar Management – Set up and organize meetings. Manage schedule and conflicts. Ensure proper location, travel between locations, and tools are in place. Timely action is to be taken when setting up meeting requests and accounting for any travel time to attend meetings. Meeting requests are completing utilizing proper tools including, Conference Calls, Skype conferencing and video conferencing as needed.
  • Travel Arrangements, Trip Logistics and Agendas – Arranges door-to-door logistics for any travel. Creates agenda with any required logistics or travel times. Supports logistics should an issue arise during travel.
  • Report Consolidation – Set timelines to create required reports, example monthly reports. Request input from stakeholders, consolidates responses, following review and edit, and submits in a timely manner.
  • Email Management – Is prompt and proactive with personal email. Has access to executive email to identify critical messages that require prompt reply, and proactively addresses. Cleans and screens email, removing spam, sales requests, and old meeting notice(s) that have been accepted.
  • Process Simplification – Completes one improvement project each year that creates productively or simplifies a process. This may include created new processes to simplify a current task.
30% Client Support / Document Control – Consulting Client Relations
  • Document and Presentation editing/filing and organization – Supports projects and project managers in their communication and documentation. Proof reading critical documents, formatting and editing presentations or letters to improve design, grammar and effectiveness. Organization of files and retained information. Uses SharePoint, network drives and files to ensure materials are organized and accessible as needed. Ensures full compliance with document retention policies.
  • Lead critical meetings/visits– Focal point for all guest that are hosted by the supported Executive. Ensures agenda and logistics are complete for meetings including project meetings, customer meetings, executive communication meetings and technology reviews. For major meetings/events, the incumbent would set calendar, ensure invites are accurate, establish preparation schedule, consolidate agenda, schedule dry runs, and arrange logistics including transportation, food, handouts and locations.
  • Project Controls – Understand the principles of cost control, planning/scheduling, and estimating. Have a basic understanding of the relationships between the project controls functions—estimating, planning/scheduling, cost control, and risk management. Review key aspects of the project contract. With the guidance of lead project control staff, assist with cost controls, planning/scheduling, and estimating activities that support the overall proposal strategy or project requirements. Understand the cross-discipline relations within the project team. With the guidance of lead project controls staff, execute proper controls to proactively support, monitor, and communicate budget, actual status, and forecast costs, labor hours, and quantities for projects within a specific business group. Collect and input timely and accurate cost data for cost report development.
Qualifications & Skills
The position requires excellent skills in time management, organization, and the ability to communicate effectively across various mediums. In addition, the position requires, but is not limited to, the following: 
Effective communication skills including verbal, written, and presentation skills. 
  • Experience in organizing and maintaining complex information. 
  • Experience and skills with multiple data and information management platforms. 
  • Administrative capacity providing support to manager. Basic understanding of accounting and office coordination.
  • Additional Success Factors for this role include maintaining confidentiality, planning and organizing, functional expertise, analytical skills, attention to detail, focused on results, time management, and the ability to communicate and share information.
  • Contact with Others – Diverse client, community and industry contact including Management and Executives, Management or Executives of external companies, employees, customers, suppliers, external companies, travel agency, and government agencies.
  • Some travel may be required.

Dave Broniecki
Data Engineer, Associate Project Manager

Dave is a NASSCO certified Mechanical Engineer. Specializing in retrieving and analyzing data from various sources to support condition assessment and capital improvement planning activities. Utilizing data to coordinate and track progress on key organizational performance indicators, he assists stakeholders in making decisions related to strategic planning. He has been integral in establishing data management programs essential for planning the future repair and management of large-scale sewer networks.  David works with clients to develop training programs and SOPs that address current maintenance needs and future Capital Improvement Planning.


Christine Barton, PE, PLS
Project Engineer

Christine Barton is a registered civil engineer and land surveyor with expert experience in site design, land development, water resources design for civil/site projects including layouts, utility plans, and permitting, and coordination/management of field survey work.  She has successfully held positions as project manager, project designer, and office manager to serve the needs of the clients within the residential, commercial, military, industrial, and healthcare industries. Core proficiencies include coordination with local land development planning agencies, county conservation districts, the Pennsylvania Department of Transportation, and the  Pennsylvania Department of Environment.


Irvin Williams, President

As the President and founder of E. Holdings, Irvin is currently focused on the company’s succession, strategic growth, and development. He has both a professional and personal interest in Pittsburgh’s success.  A Pittsburgh native and founder of several development companies, he has an extensive understanding of finance and business, which are vital to the success of this company. He has served in numerous management positions including financial advisor, senior vice president, project manager, general contractor, developer, and construction manager. Active in the local community, he made the decision to dedicate his expertise to rebuilding economically sustainable communities with the approval of their existing residents. In 1996, he and his wife became the first African Americans in Western Pennsylvania to develop and own a commercial office building, Williams Square. He graduated from Pennsylvania State University with an AAS in Mathematics.

Contact: | 412-434-6290

Amy Wiles, AICP
Manager of Planning & Design

Amy’s professional experience crosses a variety of disciplines, ranging from county and multi-municipal comprehensive plans and land use ordinances (zoning and subdivision and land development) to specialized planning studies, such as wayfinding master plans and parks, recreation, trails and greenways plans. She has been employed by E. Holdings for two years and has 20 years of professional experience.

Contact: | 724-448-0286

Alexis Meier, MPP
Director of Communications

Alexis is the Director of Communications at E. Holdings. There she has worked as the Municipal Coordinator for an in-depth municipal assessment project for the Allegheny County Sanitary Authority (ALCOSAN). She oversees all of E. Holding’s public relations and public outreach efforts. She also brings experience as a Government Affairs Manager for Duane Morris Government Strategies. She worked on community development projects and developing and executing government relations strategies as well as fundraising efforts. She has also spent time navigating our political system in Washington D.C. as the Legislative Staff Assistant for U.S. Senator Rick Santorum. Her understanding of legislation and politics gives her a unique viewpoint when collaborating on civic projects. 

Contact: | 412-656-8850

Janai Williams Smith, MCP
Managing Director and EVP

Janai Smith is the Managing Director and Principal of E. Holdings, Inc. Janai is a versatile, goal-oriented Program Manager with 20+ years of experience supporting the strategic direction of large-scale programs, setting budgets and managing risks while achieving overall company goals and exceeding customer expectations. As a planner and economist, Janai has been involved in a diverse array of projects, among them master plans, urban revitalization plan, visioning studies, brownfield and infill redevelopment projects, strategic planning and infrastructure improvement programs.

Janai’s interest in urban planning, design and infrastructure programs is rooted in a passion for the creation of sustainable communities that deliver equity in planning and implementation by making connections with people and their built environment. Her affinity for complex problem-solving can be seen in the diverse array of projects in which she’s been engaged from revitalization plans for depressed urban neighborhoods to brand new communities and programs. Leading a process-oriented, multidisciplinary team, Janai’s dedication to achieving consensus in her client’s goals and stakeholders’ vision has made a significant contribution to the successful development of numerous projects. 

Contact: | 412-728-5726