Executive Assistant

At Jacobs, our Executive Assistants are trusted partners who deliver high-level administrative, organizational, and strategic support to senior leaders. This role requires exceptional judgment, strong communication skills, and the ability to manage multiple priorities in a fast-paced, dynamic environment. Depending on business needs, some positions may also include project coordination and document control responsibilities.

Executive & Administrative Support

• Proactively manage complex and dynamic executive calendars, meetings, and priorities.

• Coordinate detailed domestic and international travel plans, itineraries, and logistics.

• Prepare, draft, and manage confidential correspondence and communications.

• Support leadership before, during, and after key meetings, including preparing materials, presentations, timelines, and action-item follow-through.

• Process, track, and reconcile expense reports.

• Maintain organized electronic and physical filing systems.

Stakeholder Coordination

• Act as a liaison between senior leadership and internal/external stakeholders, ensuring timely and accurate communication.

• Plan and coordinate workshops, large meetings, and stakeholder engagement activities.

Project & Operational Support

• Assist with project coordination, communication, and documentation as needed.

• Support reporting, information management, and process improvements across teams.

• Track deadlines, monitor progress, and help ensure organizational initiatives remain on schedule.

Document Control

• Execute document control processes using systems such as Aconex or Prism.

• Perform quality checks on incoming documents to ensure compliance with project and client standards.

• Maintain document registers, issue and distribute documentation, and prepare analytical and status reports.

Education

• Bachelor's degree in business, administration, or a related field preferred.

• Equivalent professional experience considered.

Experience

• 5+ years of experience supporting senior leaders in an executive assistant or advanced administrative role.

• Demonstrated experience in fast-paced, high-visibility environments.

Skills & Competencies

• Exceptional organizational and time-management skills with the ability to balance multiple priorities.

• Strong written and verbal communication abilities.

• Demonstrated discretion, professionalism, and respect for confidentiality.

• Proficiency in Microsoft Office Suite; strong skills in preparing presentations and executive-ready materials.

• Ability to anticipate needs, think proactively, and act with initiative.

• Strong interpersonal skills and the ability to work effectively across teams and functions.

• Strong confidence in using AI tools for streamlining work and processes

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.