Executive Assistant

EPOCH Projects, Inc.; Thousand Oaks (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401k

PTO

Dog-friendly office

Job summary

EPOCH Projects, Inc. in Westlake Village, CA, is seeking an experienced Executive Assistant to provide direct support to the executive leadership.

You will manage calendars, coordinate communications, prepare briefing materials, and assist with high-level documentation to keep critical priorities on track. The ideal candidate is discreet, highly organized, proactive, and comfortable interacting with clients, consultants, attorneys, and agency staff.

Qualifications

• Excellent written and verbal communication with strong attention to detail.
• Professional and confident phone presence; communicate with clients, consultants, attorneys, and agency staff.
• Exceptional organizational and time-management skills to manage multiple priorities.
• Ability to anticipate executive needs and maintain strict discretion/confidentiality.
• Strong proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Ability to learn AEC terminology and workflows (civil engineering, surveying, planning).
• Experience supporting senior executives or leadership teams preferred.
• AEC industry experience preferred but not required.

Responsibilities

• Manage and prioritize executive calendars, scheduling meetings, calls, and travel as needed.
• Coordinate meeting agendas, prepare briefing materials, and track follow-up actions.
• Prepare, edit, and organize executive correspondence, reports, and presentations.
• Assist with professional communication between the President, clients, consultants, and agency staff.
• Help maintain relationships through organized and timely communication.
• Track deadlines, commitments, and follow-ups across multiple projects and initiatives.
• Assist with expense management, invoice processing, and budget tracking as needed.
• Maintain organized filing systems for executive materials.
• Provide general operational support to maintain efficiency in the executive office.
• Handle sensitive communications and information with professionalism and confidentiality.

Skills

Calendar management

Executive communication

Discretion/confidentiality

Organizational skills

Professional phone presence

Client/agency liaison

AEC terminology familiarity

Tools

Microsoft Office

Job description

Job Description

Job Description

EXECUTIVE ASSISTANT
Full Time – Westlake Village, CA

General Description

EPOCH Projects is seeking a highly capable and professional Executive Assistant to provide direct support to the executive leadership. This role is central to maintaining the efficiency, organization, and professional communication of the executive office.

The Executive Assistant will manage scheduling, coordinate internal and external communications, assist with executive-level documentation, and help ensure that key priorities and deadlines remain organized and on track. This position requires exceptional discretion, strong organizational ability, and the ability to anticipate needs in a fast-paced professional environment.

The ideal candidate is polished, proactive, detail-oriented, and comfortable interacting with clients, consultants, attorneys, contractors, and public agencies.

Required Qualifications

• Excellent written and verbal communication skills with strong attention to detail
• Professional and confident phone presence; comfortable communicating with clients, consultants, attorneys, and agency staff
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously
• Ability to anticipate executive needs and proactively identify solutionsHigh level of discretion and ability to maintain strict confidentiality
• Strong proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint)
• Ability to quickly learn AEC terminology and workflows (civil engineering, surveying, planning)
• Experience supporting senior executives or leadership teams preferred
• AEC industry experience preferred but not required

Responsibilities

• Manage and prioritize executive calendars, scheduling meetings, calls, and travel as needed
• Coordinate meeting agendas, prepare briefing materials, and track follow-up actions
• Prepare, edit, and organize executive correspondence, reports, and presentations
• Assist with professional communication between the President, clients, consultants, and agency staff
• Help maintain strong relationships through organized and timely communication
• Track key deadlines, commitments, and follow-ups across multiple projects and initiatives
• Assist with expense management, invoice processing, and budget tracking as needed
• Maintain organized digital and physical filing systems for executive materials
• Provide general operational support to help maintain efficiency across the executive office
• Handle sensitive communications and information with professionalism and confidentiality

Job Description Disclaimer:

Note: While this job description is intended to reflect the general requirements of the position, it is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the role. Management reserves the right to modify or assign additional duties as necessary.

Company Description

Company Description

EPOCH Projects, Inc. is a civil engineering, land surveying and land planning firm located in Westlake Village in Los Angeles County, CA. We are involved in high end and high value projects and are aggressively growing.

• Top tier civil engineering, land surveying, & land planning company servicing some of the most expensive real estate in California.
• Culture that encourages a relaxed, yet professional environment.
• Dog friendly office.
• Small enough to receive mentoring and large enough to provide career advancement opportunities.
• Excellent benefits (Medical, Dental, Vision, 401k, PTO).

Company Description

EPOCH Projects, Inc. is a civil engineering, land surveying and land planning firm located in Westlake Village in Los Angeles County, CA. We are involved in high end and high value projects and are aggressively growing.

• Top tier civil engineering, land surveying, & land planning company servicing some of the most expensive real estate in California.
• Culture that encourages a relaxed, yet professional environment.
• Dog friendly office.
• Small enough to receive mentoring and large enough to provide career advancement opportunities.
• Excellent benefits (Medical, Dental, Vision, 401k, PTO).