Executive Administrative Assistant

This position will support both the EVP of Human Resources and Chief Legal Officer. This role provides high-level, confidential support to two senior executives, managing daily operations and strategic initiatives with minimal supervision. Responsibilities include coordinating meetings and special projects, engaging cross-functional teams, and maintaining professionalism with executives, clients, and Board Members. Ideal candidates are proactive, highly organized, and skilled in communication and task management, with experience navigating dynamic environments and shifting priorities.

Detailed Description

This resourceful business partner will understand Brown and Caldwell’s business initiatives and help deliver exceptional results. This is an incredibly important role, as you’ll become the right hand to the CPO and GC and a critical player in our company’s success. As needed, the job will evolve dynamically, and responsibilities may grow for the right person who exemplifies drive and initiative. This is a great career opportunity to become a true, trusted partner in an exciting environment.

Description Of The Ideal Candidate

• You add order and organization to a wide variety of business endeavors while being creative with limited information.
• You pay special attention to detail, minimize mistakes, and have strong general business, writing, follow-up and communication skills.
• You have developed a reputation at prior jobs for being amazing at keeping it all together with high competency and productivity.
• You enjoy seeing tasks through to completion and are also able to see the big picture and strategize accordingly.
• Maintain executive calendars and schedule appointments, conferences, and events; including making travel arrangements and preparing business expense reports.
• You are a terrific team player, enjoy building a positive work culture, and can also work independently and take proactive initiative.
• You keep things in perspective and manage stress well.
• What you touch is left better than how you found it.
• You can add order to disorder and create scalable systems when needed.
• You know how to prioritize and manage short versus longer-term lists and keep track of it all.
• Prepare letters, PowerPoints and correspondence upon request.
• Participate in special projects and perform other duties, as required.
• Provide administrative support for executives and their team as needed
  
  

The Ideal Candidate Has Experience With The Following

• Managing multiple, complex and integrated calendars
• Articulating strategic messages both written and verbally
• Thriving in a fast-paced and challenging environment
• Being a self-starter
• Taking risks
• Successfully managing internal stakeholders and relationships
• Learning new systems and becoming systems savvy
• Tracking and monitoring pending issues for follow-up
• Independently developing agendas for future meetings
• Functioning in a collaborative team environment
• Troubleshooting within all areas of the company - and solving problems elegantly and simply
• Multi-tasking and managing numerous simultaneous priorities
• Pitching in with any project if it moves us forward
• Planning, meeting deadlines, and managing competing priorities
• Positively impacting results with little supervision
• Adapting to changing conditions
• Developing skills related to use of rapidly changing technology and communications best practices
• Delivering presentations
• Collaborating across divisions to implement processes and achieve results
• Working as part of a team, both in person and virtually, and communicating effectively with colleagues at separate geographic locations
  
  

Job Responsibilities Expectations

• Manage complex and integrated calendars. Schedule and maintain daily and long-term calendar for both internal and external meetings while balancing efficiency and accessibility for daily and long-term commitments
• Manage travel itineraries and coordinate related arrangements
• Handles phone calls and correspondence/emails, identifying and prioritizing critical items for action
• Sees that all matters requiring attention in the absence of the executive are handled or referred to the proper person within the department or the organization
• Develop and draft letters, memos or reports to communicate the SVP’s decisions, ideas and agenda
• Professionally interface, assist and represent senior level executives both internally and externally
• Coordinate and organize senior-level teleconferences/video conferences and generate meeting notes and action items
• Tracks and monitors pending issues for follow-up
• Perform a wide variety of administrative duties, and assist with special projects as required
• Work/collaborate as part of a team, both in person and virtually, and communicating effectively with colleagues at separate geographic locations
• Functions in a collaborative team environment, and interacts well with the Senior Leadership Team
• Serves as support for other members of the department, including scheduling meetings, conference calls, and providing administrative support
  
  

Desired Skills And Experience

• Bachelor’s degree preferred
• A minimum of 5 years Executive Assistant or equivalent experience
• Excellent verbal and written communication skills
• Exceptional attention to detail
• Ability to anticipate needs, troubleshoot, and proactively offer solutions
• Demonstrated good judgment and sense of diplomacy
• Ability to maintain confidentiality of sensitive business and personal matters
• Ability to work well under pressure in an ever-changing environment while maintaining poise and professionalism
• Outstanding interpersonal skills, telephone manner and customer service skills
• Ability to work with staff at all levels of the organization
• Ability to work collaboratively with a team as well as alone
• Strong organizational skills with a proven ability to follow-through
• Ability to manage multiple job demands and prioritize with no supervision
• Outstanding problem solving skills
• Proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and an aptitude for technology
  
  

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $72,000 - $98,000

Location B: $79,000 - $108,000

Location C: $87,000 - $118,000

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown And Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction firm with 50 offices and 2,300 professionals across North America and the Pacific. For 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com.

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act