Executive Assistant

About the role

We are hiring an executive administrative assistant to support the CEO of a California engineering and construction company, and to keep active projects organized before problems reach the executive.

The work is remote / hybrid working on location 3 days per week. On location is in Oceanside, San Diego.

You will manage the calendar, correspondence, and project paperwork, and you will maintain a clear view of each live project: what is due, who owns it, what is on schedule, what isn't, and what needs a decision. The project work is coordination and early warning. You will be working with the team leads.

Responsibilities

• Manage the executive calendar, including client, vendor, and internal meetings
• Prepare meeting materials and follow up on open items
• Draft and proof correspondence and internal summaries
• Maintain project files, contracts, permits, and warranty documents
• Track invoices, deposits, and routine vendor follow-up
• Serve as a reliable point of contact when the executive is in the field
• Keep a clear record of open items and close them without a daily prompt

Requirements

• Professional written and spoken English
• Spanish fluency is preferred but not required
• Three or more years supporting an executive, founder, or small-business owner, preferably a U.S. engineering or construction company
• Proficiency with Microsoft 365, and with spreadsheets
• Reliable home office, video presence, and high speed internet
• Ability to handle confidential client and financial information
• Ability to work 8:30 a.m.–5:00 p.m. Pacific, Monday through Friday

Preferred qualifications

• Experience in construction, real estate, civil engineering, architecture, or a related professional service
• Familiarity with permitting, contracts, or client billing
• Prior work with a U.S. founder or executive team