Executive Assistant

THE ENGINEERING PARTNERS, INC.; San Diego (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

The Engineering Partners, Inc. is seeking an Executive Assistant to the President & CEO in San Diego.

You will own the CEO’s calendar and inbox, handle routine correspondence, and coordinate travel and logistics to keep the CEO focused on leadership and client relationships. With a focus on confidentiality and proactive problem solving, you will manage multiple priorities, draft correspondence, and close loops without prompting.

Qualifications

• Bachelor’s degree preferred
• Previous experience in executive support, business administration, project coordination, professional services, legal administration, or operations
• Exceptional written and verbal communication skills
• Strong organizational skills, attention to detail, ability to manage multiple priorities
• Excellent judgment and ability to handle confidential information
• Strong problem-solving skills and personal initiative
• Proficiency with Microsoft Outlook, Word, PowerPoint, and Teams
• Ability to use technology, including AI and automation tools, to improve organization and efficiency
• Ability to work independently and escalate when needed
• Valid driver’s license and ability to travel occasionally

Responsibilities

• Manage CEO’s calendar and inbox, and draft routine correspondence
• Coordinate travel logistics and meeting preparation
• Handle routine administrative tasks and personal errands to keep CEO’s day free for strategic work
• Shadows recruiting coordination activity and supports platforms and interview scheduling
• Produce daily or periodic priority summaries for the CEO

Skills

Executive support

Communication skills

Organizational skills

Confidential information handling

Problem solving

Independent work

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Microsoft Teams

Job description

Do you take ownership of a problem the moment you see it AND get real satisfaction from being able to say, "I took care of it for you"?

As the Executive Assistant to the President & CEO of Engineering Partners, Inc. (EPI), you will have the opportunity to manage her calendar and inbox, independently handle administrative matters, coordinate travel and logistics, and become the person she can hand almost anything to, so she can focus her time on leading one of San Diego’s premier engineering consulting firms.

Are you ready to become the right hand of a growing company’s CEO, with a front-row seat to how an electrical engineering firm really operates? If so, we are excited to meet you!

Are you?

TRUSTWORTHY, DISCREET, AND UNSHAKEABLE WITH CONFIDENTIAL INFORMATION. You are exposed to sensitive discussions involving employees, compensation, clients, contracts, and company strategy, and you understand that access to that information is a responsibility, not a status symbol, it stays out of casual conversation, regardless of your relationships with other employees.

PROACTIVE, RESOURCEFUL, AND COMFORTABLE SAYING "I TOOK CARE OF IT FOR YOU". You do not return a task to the CEO, you ask, "Can I take care of this?" and, whenever possible, do, independently completing requests, drafting correspondence, and closing loops without being asked.

ORGANIZED, ADAPTABLE, AND UNFAZED BY A CALENDAR THAT NEVER STOPS MOVING. You manage a complex, frequently changing schedule, spot conflicts and missing prep time before they become problems, and stay highly organized without becoming rigid when priorities shift.

NO TASK IS TOO SMALL, PERSONAL, OR ROUTINE TO BE BENEATH YOU. Whether it is a doctor's appointment, dry cleaning, or a company matter, you handle it with the same care as a client deliverable, because keeping the day-to-day minutiae off the CEO’s plate is exactly what frees her to lead.

ESSENTIAL DUTIES MAY INCLUDE:

Within the first 30 days:

• Learns the CEO’s inbox and calendar patterns and priorities, sets up tracking systems (Outlook, Teams, and a log for outstanding items, deadlines, and commitments), and begins handling routine correspondence and calendar updates under review.
• Builds a working understanding of EPI’s structure, key stakeholders (clients, employees, board), and the CEO’s standing commitments, client relationships, business development, and community leadership, to judge what each request actually requires.
• Begins coordinating meeting preparation (agendas, background materials, logistics) and travel arrangements, and shadows recruiting coordination activity, including the recruiting platform, candidate tracking, and interview scheduling.
• Produces a daily or periodic priority summary for the CEO identifying what needs her attention, what is pending, and what is being handled independently.
• Begins absorbing the personal and administrative minutiae that otherwise fill the CEO’s day - dry cleaning, appointments, reservations, errands - treating no request, personal or company-related, as too small to take on.

Within the next 60-90 days and ongoing:

• Independently triages her email inbox, handling routine matters, researching and preparing items for a quick CEO response, and escalating only what truly needs her attention, while drafting routine correspondence on her behalf.
• Owns the calendar end-to-end: proactively flags conflicts, unrealistic transitions, and missing preparation time; coordinates travel logistics; and prepares the CEO for meetings, client events, and speaking engagements.

By the 90-day mark:

• Takes ownership of recruiting coordination (platform administration, candidate and position tracking, interview scheduling) and at least one standing administrative project or system without a natural owner elsewhere in the organization.
• Handles reasonable personal administrative support without it unnecessarily consuming business time, and is trusted with confidential conversations involving compensation, clients, and strategy.

Within the next 6-12 months and ongoing:

• Fully owns the inbox, calendar, and follow-up tracking with minimal oversight, freeing the CEO to focus on clients, business development, and company direction.
• Leads recruiting coordination and administrative projects and systems independently, identifies opportunities to automate or improve recurring processes, and is evaluated for expanded responsibility in operations, project coordination, or business administration as trust and capability grow.

EDUCATION, SKILLS & EXPERIENCE:

• Bachelor’s degree, particularly in business, communications, history, legal studies, political science, or another discipline emphasizing writing, critical thinking, research, or communication Preferred
• Previous experience in executive support, business administration, project coordination, professional services, legal administration, or operations Required
• Exceptional written and verbal communication skills Required
• Strong organizational skills, attention to detail, and demonstrated ability to manage multiple priorities and follow matters through to completion Required
• Excellent judgment and demonstrated ability to handle confidential information Required
• Strong problem-solving skills and personal initiative Required
• High level of proficiency with Microsoft Outlook, Word, PowerPoint, and Teams, with the ability and willingness to quickly learn new systems Required
• Ability to use technology, including AI and automation tools where appropriate, to improve organization and administrative efficiency Preferred
• Ability to work independently and recognize when a matter requires escalation Required
• Valid driver's license, reliable transportation, and ability to travel occasionally as requested Required