Executive Administrative Assistant - Remote

About the role

This role is a vital partner to senior leadership within our ecosystem of companies. It involves providing high-touch, strategic support to ensure seamless execution of organizational initiatives in a fully remote, fast-paced environment. The ideal candidate will demonstrate organizational savvy, advanced technical skills, and a service-oriented mindset to shield leaders from operational friction, allowing them to focus on high-value priorities. The position requires a self-directed professional capable of managing complex tasks independently while executing projects with a high degree of accuracy and professionalism.

Responsibilities

• Manage and maintain complex, multi-time-zone calendars for senior leadership, proactively resolving conflicts and scheduling meetings
• Triage high-volume emails, draft, proofread, and format executive correspondence, presentations, and proposals
• Act as the primary point of contact for internal and external stakeholders, ensuring leaders focus on strategic priorities
• Coordinate domestic and international travel arrangements, including visas, risk assessments, and logistics
• Plan and execute hybrid and virtual leadership off-sites, strategy sessions, and executive briefings from start to finish
• Handle industry event registrations, logistics, and expense reconciliation to ensure budget adherence
• Prepare and circulate weekly leadership status reports, synthesizing information from multiple departments into concise summaries
• Track and follow up on action items, ensuring timely completion and effective cross-functional communication
• Support strategic initiatives with project management support and process optimization efforts
• Maintain confidential files and records, ensuring compliance with organizational policies and security protocols
• Identify opportunities for workflow automation and implement process improvements to enhance efficiency

Qualifications

• Minimum of 10 years of experience in senior-level administrative roles within engineering or consulting services environments
• At least 5 years of direct support to upper management or executive leadership
• Proficiency in managing complex, multi-time-zone calendars and scheduling
• Advanced knowledge of MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams)
• Experience with booking and coordinating domestic and international travel and events
• Strong understanding of administrative procedures, record management, and office workflows
• Familiarity with artificial intelligence, machine learning, and generative AI tools for administrative tasks
• Excellent communication skills, both written and oral, with the ability to prepare reports and correspondence
• Ability to work independently, demonstrate resourcefulness, and maintain confidentiality
• Strong organizational skills with the ability to manage multiple priorities under pressure
• Experience with process improvement initiatives and automation tools
• Physical ability to remain stationary frequently and lift up to 20 pounds as needed
• Travel flexibility up to 5%, including potential travel across the United States

Benefits

• Choice of comprehensive medical plans, including PPO and HDHP with HSA options
• Flexible spending accounts (FSA)
• Dental and vision insurance coverage
• Medical, dental, and vision benefits extended to spouses, domestic partners, and dependents up to age 26
• 401(k) retirement plan with company matching and self-directed brokerage options
• PTO and additional paid time off during the last week of each year
• Company-paid life insurance coverage for employees and eligible dependents
• Short-term and long-term disability insurance, accidental death & dismemberment (AD&D) coverage
• Opportunities for professional development, including tuition reimbursement and licensing support
• Paid parental leave after one year of employment