Executive Assistant

Executive AssistantThe expected base salary range for this role is $75,000-$85,000 per year. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:Medical, dental, and vision insurance401(k) with company match5 weeks of paid time off and company holidaysWellness programs and employee assistance resourcesProfessional development supportJob Summary: As an Executive Assistant at Salas O'Brien, you will play a crucial role in supporting high-level executives and ensuring the efficient operation of the executive office. The successful candidate will possess strong organizational, communication, and interpersonal skills, as well as the ability to handle confidential information with discretion. The Executive Assistant will be responsible for managing executive schedules, coordinating meetings and events, handling correspondence, and providing general administrative support to facilitate the smooth functioning of the executive office.General Duties:Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements for executives.Proactively manage and prioritize executive calendars to optimize their time.Communication: Act as a primary point of contact for internal and external stakeholders.Draft and edit correspondence, emails, and other communications on behalf of executives.Handle incoming calls and inquiries, redirecting or responding as appropriate.Meeting Coordination: Organize and coordinate meetings, conferences, and special events.Prepare meeting agendas, take minutes, and distribute relevant materials.Administrative Support: Assist with the preparation of reports, presentations, and other documents.Conduct research and gather information as needed.Manage and maintain executive files and documents.Travel Arrangements: Arrange and coordinate travel itineraries, accommodations, and logistics for executives.Process travel-related expenses and reimbursements.Confidentiality: Handle sensitive and confidential information with discretion and professionalism.Ensure the security and confidentiality of executive office data.Problem Solving: Anticipate challenges and proactively address issues to streamline executive workflows.Exercise sound judgment in decision-making and problem-solving.Team Collaboration: Collaborate with other administrative staff and departments to ensure seamless operations.Support and assist other team members when necessary.Skills:Proven experience as an executive assistant or similar role.Excellent organizational and time-management skills.Strong written and verbal communication skills.Discretion and confidentiality in handling sensitive information.Ability to multitask and prioritize tasks effectively.Detail-oriented with a high level of accuracy.Proactive and resourceful in problem-solving.Professional demeanor and strong interpersonal skills.Qualifications:Bachelor's degree preferred.Experience with Deltek VisionProficiency in office software (e.g., Microsoft Office Suite).Previous experience in an executive support role is an asset.Experience in accounting/finance.Experience interacting with technical staff and outside clients.Location: Tustin, CAOffice Hours: Monday Thursday 7:00 AM 5:00 PMFriday 7:00 AM 11:00 AMAfter hours availability: Available as needed after hours per the executive(s) that you support and their requirement/need.Travel: LimitedAbout Us:Founded in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow's requirements are today's opportunities, and we are here to design lasting solutions for pressing challenges.We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.Equal Opportunity Employment StatementSalas O'Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O'Brien will accommodate the disability-related needs of applicants as required by law.Third-Party Agency NoticeSalas O'Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.