Executive Assistant - Gateway

Arcadis • Newark, NJ

3d • $85,000 - $120,000

About The Position

Arcadis is seeking a highly skilled and motivated Executive Assistant to support one of the most iconic and consequential infrastructure initiatives in the United States — the Gateway Hudson Tunnel Project (HTP). In this role, you will play a pivotal role in supporting our senior leadership team. You will be responsible for providing comprehensive administrative assistance to executives, ensuring seamless operations, and contributing to the overall success of the organization.
We are working in partnership with Parsons and Mace as part of the MPA Delivery Partner team, selected by the Gateway Development Commission to deliver this transformative project. The HTP is a critical component of the broader Gateway Program — one of the most ambitious and impactful transportation initiatives in the nation — and is designed to strengthen mobility, enhance resiliency, and ensure the long-term reliability of the Northeast Corridor.
The project encompasses the construction of a new, two-track rail tunnel beneath the Hudson River, along with the full rehabilitation of the existing 113-year-old North River Tunnel. This vital infrastructure supports more than 200,000 daily passengers via Amtrak and NJ TRANSIT and serves as a backbone for economic activity and connectivity between New York and New Jersey.
This is more than just a job — it’s a once-in-a-generation opportunity to contribute to a nationally significant infrastructure program that will reshape rail transportation, drive sustainable economic growth, and improve regional accessibility for millions. As part of this high-performing, multidisciplinary team, you will help deliver excellence on one of the most technically complex and high-profile projects in the world.
If you're seeking to make a meaningful, lasting impact — while advancing your career alongside some of the best minds in the industry — this is your moment.

Requirements

• Minimum of 5 years proven experience as an executive assistant or in a similar role, supporting C-level executives or senior management.
• Proficiency in office software (Microsoft Office, Google Workspace) and the ability to learn new tools and technology quickly.
• Excellent written and verbal communication skills, with strong attention to detail and accuracy.
• Proficiency in office software (Microsoft Office, Google Workspace) and the ability to learn new tools and technology quickly.
• Demonstrated ability to work independently, take initiative, and anticipate the needs of executives.
• A professional and approachable demeanor, with strong interpersonal skills to interact with diverse stakeholders.

Nice To Haves

• Bachelor's degree or relevant educational background is preferred, but not mandatory

Responsibilities

• Efficiently manage the executives' calendars, appointments, and travel arrangements, ensuring optimal use of their time and resources.
• Prepare and organize documents, presentations, and reports for meetings, conferences, and other executive engagements.
• Act as a liaison between the executives and internal/external stakeholders, always maintaining effective communication and professionalism.
• Prioritize and handle incoming communication, including emails, phone calls, and inquiries, with discretion and responsiveness.
• Assist in planning and coordinating special events, conferences, and board meetings, ensuring successful execution and smooth logistics.
• Maintain confidentiality and handle sensitive information with the utmost professionalism and integrity.
• Conduct research and gather data on various projects, initiatives, and educational trends to support decision-making processes.
• Collaborate with other administrative staff to optimize office efficiency and contribute to a positive work environment.
• Attend meetings and draft minutes as directed
• Keep the executive apprised of time-sensitive or priority matters, ensuring appropriate follow up takes place.
• Develop and manage internal processes to expedite workflow.
• Maintain paper and electronic filing systems, including confidential and sensitive information.
• Perform other administrative duties and special projects as needed.

Benefits

• Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement.
• We offer nine paid holidays and 15 days PTO that accrue per year.
• The salary range for this position is $85,000 - $120,000. Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level