Executive Assistant

3 weeks ago

San Diego, United States Mount Indie Full time
Mount Indie is hiring an Executive Assistant who will provide support to the Chief Executive Officer (CEO) of an innovative engineering firm providing tailored technical solutions. The primary responsibilities of this role are to maintain schedules, prepare presentations, coordinate with internal and external stakeholders, provide logistical and travel support, work on operations-related projects, and coordinate with the CFO. The person will report directly to the CEO and will be based in the Bankers Hill office in San Diego, CA. This is a 100% on-site role. The ideal fit will have experience as an EA in an engineering environment with experience coordinating and communicating with internal and external technical stakeholders.

What You'll Do:
  • Complete a broad variety of administrative tasks: managing an active calendar of appointments, composing and preparing correspondence; assisting in the preparation of technical presentations and dictation.
  • Create and update PowerPoint and other presentations.
  • Provide HR administrative and project support as needed.
  • Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
  • Adapts and adjusts to a rapidly changing environment where priorities are shifting daily.
  • Attend staff and department meetings and assist in administrative management of the meetings; this includes arranging and establishing video conference connections, support in preparing agendas, and generation of meeting summaries as required.
  • Ensure consistent and efficient interaction with employees across the organization; demonstrate poise and tact under pressure and handle matters with sound judgment and confidentiality.
  • Provide special project leadership and support as needed.
  • Act as the onboarding liaison between new hires and supervisors by organizing and communicating first day logistics to both parties.
  • Manage all travel scheduling and arrangements, such as lodging and transportation.
  • Conduct preliminary research on a variety of topics; draft materials as needed.
  • Draft and distribute internal communications and announcements.
  • Maintain and organize physical and electronic files, ensuring confidentiality and accuracy.
  • Assist in preparing and processing expense reports and managing related documentation.
  • Exceptional writing, editing, and proofreading skills.
  • Support new hire onboarding and orientation process as well as act as the onboarding liaison between new hires and supervisors by organizing and communicating first day logistics to both parties.
  • Perform other functions and duties as required.

What You'll Bring:
  • Bachelor's degree is preferred but not required.
  • 5+ years of relevant experience in an Executive Assistant or similar role, ideally within a related industry.
  • Must have strong proficiency with Microsoft Office, specifically Outlook, Power Point, and Excel and a general understanding of IT technology.
  • Excellent organizational, record keeping and communication skills (oral and written) .
  • Ability to anticipate and be proactive is critical.
  • Experience managing complex event logistics.
  • A strong work ethic to generate high quality work under tight deadlines.
  • Must have a can-do attitude, be resourceful, and have an approachable demeanor.
  • Experience working with Engineering teams and/or companies
  • Exposure to/experience with; Mechanical Engineer, tech writing, web design and/or CPA desired.

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