Executive Assistant

Sylmar Group; Portland (OR); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Sylmar Group in Portland, OR is seeking an Executive Assistant to support the Platform President of Sylmar Water Treatment. This high-impact role demands strong organizational skills and the ability to handle sensitive matters discreetly. Key responsibilities include managing the President's calendar, preparing briefings, and supporting leadership events. The ideal candidate has 7+ years of experience and advanced skills in office tools.

The position is located in Portland, OR, and may involve travel of up to 20%.

Qualifications

• 7+ years supporting senior executives in Chief of Staff or Executive Assistant roles.
• Ability to influence without authority and build strong relationships across a distributed organization.
• Experience in water, industrial, or environmental services is a plus.

Responsibilities

• Serve as a trusted partner to the Platform President.
• Manage the President’s priorities and executive calendar.
• Prepare executive-level briefings, presentations, memos, and reports.

Skills

Exceptional communication

Organization

Judgment

Emotional intelligence

Project management

Tools

PowerPoint

Excel

Word

AI-enabled tools

Job description

Sylmar is committed to addressing one of the most critical challenges facing future generations: water access and safety. Sylmar brings together decades of operational knowledge with patient capital to scale legacy businesses that protect public health and the environment.

Our leaders champion both servant leadership and operational rigor. We focus on empowering our people, communicating with clarity, and holding ourselves accountable for results. We hire the best, team members who are growth-minded, dedicated to our mission, and ready to take on this challenge with us.

Sylmar’s Water Treatment platform provides tailored water treatment programs for essential commercial use cases. The platform brings together in-house chemical blending facilities, treatment and service teams, and specialized technical support to deliver end-to-end water treatment programs tuned to each customer’s system. This model lets Sylmar exceed customer treatment requirements while reducing overall environmental footprint and total cost of ownership for water-consuming assets. A sample of our products and services include:

• Regular cooling and heating water treatment service
• In-house formulated and blended water treatment chemistries
• Industrial water efficiency audits
• Legionella and waterborne pathogen consulting
• Specialized technical support for complex treatment programs

The Role

Sylmar is recruiting an Executive Assistant to support the Platform President of Sylmar Water Treatment (SWT) in Portland, OR. This is a high‑visibility, high‑impact role that blends strategic partnership with exceptional executive administrative support. This role will be based in your home office in the Portland, OR metro area, with required travel in Portland and to other Sylmar sites across the United States as needed. Travel up to 20% is expected.

The ideal candidate is a trusted partner who brings sound judgment, exceptional organizational skills, and the discretion to handle sensitive matters at the highest level. This person will help protect the President’s time, drive follow‑through on key priorities, and ensure the leadership team operates with clarity and efficiency. Key responsibilities include:

Executive Support and Partnership

• Serve as a trusted partner to the Platform President, helping drive clarity, alignment, and execution.
• Manage the President’s priorities, operating rhythm, and follow‑through on key initiatives.
• Prepare executive‑level briefings, presentations, memos, and reports.
• Own and manage a complex executive calendar with strong prioritization.
• Coordinate and book all travel; manage itineraries and logistics.
• Manage the President’s expense reporting and approve staff expense reports.
• Draft, format, and prepare high‑quality reports, board materials, memos, and presentations using PowerPoint, Excel, Word, and AI tools.
• Prepare and organize documents and materials for meetings and events.
• Provide administrative support to the President’s direct reports and leadership team as needed.

Leadership Events and Operations

• Plan and coordinate Platform leadership meetings, off‑sites, and strategic events.
• Build agendas, prepare materials, and ensure seamless execution.
• Drive process improvements that enhance communication and organizational efficiency.

Gatekeeping and Focus Protection

• Serve as the primary gatekeeper for the President, filtering and prioritizing requests.
• Protect executive focus by resolving non‑routine issues independently and escalating only urgent matters.

Confidentiality and Discretion

• Handle sensitive information with absolute confidentiality, including financials, personnel matters, strategic plans, and high‑level issues.
• Exercise sound judgment in determining what information should be shared and with whom.

Onboarding and Team Support

• Own and manage onboarding plans for new leadership hires within the President’s organization.
• Coordinate onboarding execution and ensure new employees have what they need to succeed.

Special Projects

• Lead or support cross‑functional initiatives across Finance, HR, Operations, and Corporate teams.
• Assist with acquisition integration and platform‑level strategic projects.

Professional Qualifications

The ideal candidate brings sound judgment, exceptional organizational skills, and the presence to operate effectively at the executive level.

• 7+ years supporting senior executives in Chief of Staff or Executive Assistant roles.
• Exceptional communication, organization, and judgment.
• Ability to influence without authority and build strong relationships across a distributed organization.
• High emotional intelligence and professionalism.
• Advanced skills in PowerPoint, Excel, Word, and AI‑enabled tools.
• Experience managing complex calendars, travel, expenses, and executive communications.
• Strong project management and event planning capabilities.
• Experience in water, industrial, or environmental services is a plus.

What Success Looks Like

• The President’s time is consistently focused on the highest‑value priorities.
• Leadership meetings and off‑sites run smoothly and produce clear outcomes.
• Sensitive information is handled with discretion and professionalism.
• Requests are filtered effectively, with only urgent matters escalated.
• Travel, expenses, and administrative workflows are seamless and efficient.
• New hires onboard smoothly and ramp quickly.
• Reports, presentations, and board materials are polished, accurate, and executive‑ready.