Executive Assistant

Job Overview

We are seeking a highly organized, resourceful Executive Assistant to serve as the right hand to a founding principal of a long-established professional services firm. This role exists to protect the executive's time and attention: managing a high-volume inbox, coordinating a demanding travel and board-commitment calendar, running research on request, and carrying day-to-day administrative work through to completion.

About The Company

An established, multi-discipline professional services corporation headquartered in San Francisco, California, with regional offices across the United States. For four decades the firm has delivered engineering, planning, architecture, environmental services, construction management, and program management on public works, transportation, water resources, and infrastructure projects — more than 1,000 completed engagements across the U.S., Africa, and Central America, and over 50 local, regional, national, and international awards. The firm's leadership is also deeply engaged in civic and economic development work at the state, national, and international level.

Ideal Candidate

You are calm under volume, exceptionally organized, and a natural researcher. You read a request and know where to go looking. You write clearly and professionally on behalf of a senior executive, follow through without reminders, and are comfortable working independently when the executive is traveling. You are curious about the business you support and take initiative during slower periods rather than waiting for direction.

Key Responsibilities

Inbox & Communication Management

• Monitor, triage, and organize a high-volume email inbox (200+ messages daily), surfacing what requires the executive's attention and handling the rest
• Draft, review, and send correspondence on the executive's behalf
• Manage incoming calls and outbound follow-up using a provided local business phone line
• Track outstanding items and ensure nothing falls through the cracks

Calendar, Travel & Coordination

• Manage a complex calendar spanning firm business, board and commission obligations, and speaking engagements
• Coordinate domestic and international travel: itineraries, logistics, and pre-trip briefing materials
• Prepare agendas, meeting materials, and follow-up notes for conferences, board meetings, and partner calls
• Serve as a coordination point between the executive, internal staff, and external partners

Research & Information Support

• Conduct research on companies, partners, opportunities, and topics as requested, and return organized, usable summaries
• Build familiarity with the firm's service lines, project portfolio, and capability materials in order to answer questions and assemble information quickly
• Maintain organized digital files, contact records, and reference documents

Administrative & Marketing Support

• Complete day-to-day administrative tasks: document preparation, formatting, data entry, and recordkeeping
• Support light marketing work during available capacity — social media posts, flyers, one-page capability sheets, and outreach materials
• Assist with the preparation and distribution of announcements and informational materials to partners and networks

Skill Sets Required / Preferred

Technical Skills

• Strong command of Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace
• Proficient email and calendar management at high volume
• Competent online research and information synthesis
• Comfortable with basic design/marketing tools (e.g., Canva) and social media platforms
• Familiarity with CRM or project management tools preferred

Soft Skills

• Excellent written and spoken English; professional phone presence
• Discretion and sound judgment handling confidential and executive-level communication
• Strong prioritization instincts — able to distinguish urgent from important without being told
• Proactive, self-directed, and dependable with minimal supervision
• Adaptable to shifting priorities and comfortable supporting a frequently traveling executive
• Interest in engineering, infrastructure, or professional services is a plus

Experience & Education

• Bachelor's degree, or equivalent practical experience
• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a comparable support role
• Prior experience supporting a senior executive or business owner strongly preferred
• Experience in a professional services, engineering, construction, or consulting environment is an advantage