Executive Administrative Assistant

This is a fully remote position, open to applicants in California, +4 more states.

📋 Description

• Oversee intricate leadership calendars across various time zones, proactively identify conflicts, and negotiate viable solutions.

• Manage a high volume of emails, drafting, proofreading, and formatting executive correspondence, presentations, and proposals.

• Act as the primary contact for both internal and external stakeholders on a daily basis.

• Arrange domestic and international travel, including visa procurement, risk-reduction protocols, and logistical coordination on-site.

• Organize and execute hybrid and virtual leadership retreats, annual strategy meetings, and executive briefings.

• Manage registrations for industry events and handle associated logistics.

• Reconcile expense reports while ensuring adherence to budgetary guidelines.

• Compile and distribute weekly leadership status reports, synthesizing inputs from various departments into executive summaries.

• Monitor action items and follow-ups across different functional teams.

• Offer project management assistance for strategic initiatives.

• Maintain confidential files and records in compliance with established policies and security protocols.

• Identify and implement process enhancements, including the use of automation and AI tools.

• Complete designated tasks and deliverables within stipulated timelines and budget constraints.

• Perform additional related duties as assigned.

⛳️ Requirements

• At least 10 years of experience in senior-level administrative positions within an engineering or consulting services context.

• A minimum of 5 years of direct support to upper management and leadership.

• Extensive knowledge of administrative and clerical procedures and systems.

• Advanced proficiency in Microsoft Word.

• Familiarity with file management, recordkeeping, form design, and office procedures and terminology.

• Experience in booking and arranging travel and events.

• Progressive understanding of administrative tasks essential for an engineering firm.

• Proficiency in the MS Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams.

• Competence in utilizing artificial intelligence, machine learning, and generative AI.

• Capability to conduct independent research utilizing AI tools.

• Strong ability to maintain confidentiality and manage sensitive information.

• Ability to work both independently and collaboratively with remote team members.

• Skill in planning and delegating tasks to others.

• Capacity to perform under pressure and meet tight deadlines.

• Proficient in managing multiple tasks and adapting to changing priorities.

• Excellent oral and written communication skills.

• Ability to thrive in a remote work environment from a distraction-free workspace.

• Willingness to travel for business up to 5%, potentially to any of the 50 US states.

• Capability to frequently remain stationary and navigate a home office.

• May be required to lift items weighing up to 20 pounds.

🏝️ Benefits

• Selection of comprehensive medical plans, including two PPO-style options and a HDHP with HSA alternative.

• Flexible spending accounts (FSA).

• Dental and vision coverage.

• Medical, dental, and vision benefits available for spouse/domestic partner and dependent children up to age 26.

• 401k plan with company matching and an option for a self-directed brokerage account.

• Paid time off (PTO), including additional leave during the last week of the year.

• Company-paid life insurance for employees and eligible dependents.

• Short- and long-term disability and AD&D coverage.

• Opportunities for professional development.

• Tuition reimbursement support.

• Assistance with professional licensing.

• Paid parental leave after one year of employment.

• Fully remote work arrangement.