Executive Assistant to Leadership — Scheduling & Operations

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

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.