Executive Assistant to CEO | Calendar, Travel & Projects

Boudreau Pipeline; Corona (CA); On-site; USD 85,000 - 100,000; Full time

Job summary

Boudreau Pipeline Corporation in Corona, CA is seeking an Executive Administrative Assistant to provide high-level support to the CEO and senior leaders. You will manage complex calendars, coordinate communications, and drive projects with discretion and professionalism.

The role includes coordinating travel, preparing reports and presentations, and developing efficient administrative processes to support cross-functional initiatives and strategic priorities.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred; equivalent education and experience may be considered.
• 6+ years of experience as an Executive Assistant supporting multiple Senior Executives or in a comparable high-level administrative role.
• Strong proficiency in Microsoft Office, including Teams, Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Provide high-level administrative support to multiple Senior Leaders, proactively managing complex calendars while understanding leadership and team priorities.
• Exercise independent judgment when prioritizing competing demands, scheduling conflicts, and time-sensitive requests with minimal direction.
• Anticipate leadership needs and proactively address upcoming requirements related to scheduling, communication, projects, and executive support.
• Manage multiple projects and priorities simultaneously, ensuring deadlines, follow-ups, and deliverables are effectively tracked and completed.
• Support Senior Leaders and their teams with projects, initiatives, and day-to-day operational needs.
• Coordinate domestic and international travel, including flights, accommodations, passports, visas, transportation, and detailed itineraries, often with limited notice.
• Prepare and analyze reports, summaries, spreadsheets, and other materials to support departmental operations and business objectives.
• Develop, maintain, and improve reporting mechanisms and administrative processes using strong technical and analytical skills.
• Compose, edit, and proofread correspondence, reports, presentations, and other executive communications.
• Develop professional PowerPoint presentations and other presentation materials, including building presentations from the ground up and coordinating content from multiple contributors.
• Plan and execute meetings, conferences, team events, celebrations, and morale-building activities, both on-site and off-site, managing logistics and details from planning through completion.
• Coordinate management committee meetings, including scheduling, logistics, document preparation and distribution, meeting materials, and tracking action items through completion.
• Serve as a professional liaison and representative for Senior Leaders and their teams, maintaining effective relationships with internal departments, executives, employees, external stakeholders, and vendors.
• Build and maintain positive, collaborative relationships with executives, department leaders, administrative professionals, and external partners.
• Serve as an advisor and advocate for the team, providing guidance and administrative support to department members and other administrative professionals as needed.
• Collaborate across the organization to ensure effective communication, coordination, and follow-through on departmental and enterprise-wide initiatives.
• Manage relationships with external vendors, coordinating services, resolving issues, and ensuring needs are addressed effectively.
• Perform general administrative responsibilities, including screening and directing calls, processing expense reports and budgets, routing contracts and invoices, maintaining files, and managing correspondence.
• Perform other duties, special projects, and assignments as required.

Skills

Executive support

Calendar management

Travel coordination

PowerPoint

Presentations

Education

Bachelor's degree in Business Administration/Related field

Tools

Microsoft Office Suite

Job description

Boudreau Pipeline Corporation in Corona, CA is seeking an Executive Administrative Assistant to provide high-level support to the CEO and senior leaders. You will manage complex calendars, coordinate communications, and drive projects with discretion and professionalism.

The role includes coordinating travel, preparing reports and presentations, and developing efficient administrative processes to support cross-functional initiatives and strategic priorities.