Executive Assistant

Position Summary

We are seeking a highly organized and proactive Executive Assistant to support senior executives based in California. This role requires exceptional coordination, communication, and problem-solving skills to manage executive schedules, streamline operations, and serve as a trusted liaison between leadership and internal and external stakeholders.

The ideal candidate is a highly resourceful, intelligent, and proactive individual who can quickly understand our processes and operate at a comparable level to the team. This includes conducting research, making outbound calls, and independently identifying and presenting practical, well-thought-out solutions.

Strong attention to detail, sound judgment, and the ability to handle confidential information with the highest level of discretion are essential for success in this role.

Key Responsibilities

Manage executive calendars, scheduling meetings, appointments, and travel arrangements

Act as the primary point of contact between executives and internal/external stakeholders

Prepare reports, presentations, briefing materials, and correspondence

Screen, prioritize, and respond to emails, calls, and requests on behalf of executives

Coordinate meetings, including agendas, logistics, minutes, and follow-ups

Support project coordination across departments, ensuring deadlines are met

Handle confidential and sensitive information with strict discretion

Assist with expense reporting, document management, and administrative tasks

Anticipate executive needs and proactively resolve scheduling or operational conflicts

Liaise with cross-functional teams including operations, HR, finance, and project management

Qualifications Required:

Bachelor's degree in Business Administration, Communications, Management, or related field

3–7 years of experience as an Executive Assistant or similar senior administrative role

Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and scheduling tools

Excellent written and verbal communication skills

Proven ability to manage multiple priorities in a fast-paced environment

Preferred:

Experience supporting C-level executives

Background in construction, energy, infrastructure, or industrial sectors

Familiarity with project management tools (e.g., Asana, Monday.com, Smartsheet)

Experience working in hybrid or multi-location corporate environments

Key Skills

Executive calendar and travel management

Communication and stakeholder coordination

Organization and time management

Confidentiality and professional discretion

Problem-solving and anticipation of executive needs

Project coordination and multitasking

Work Environment

Fast-paced, high-performance corporate environment

Why Join Us

Work directly with senior leadership on high-impact national projects

Be part of a rapidly growing company in energy and infrastructure sectors

Competitive compensation and long-term career growth opportunities

Exposure to strategic decision-making at the executive level

Compensation

Competitive base salary (based on experience)

Medical insurance

Paid time off and holidays