Executive Administrative Assistant

Job Description

Job Description

Position Summary

The Executive Assistant provides high-level administrative and operational support to the CEO, ensuring efficient and productive interactions with internal and external teams. This position requires a high degree of discretion, professionalism, judgment, and organizational skill when managing confidential information and executive activities. The Executive Assistant will coordinate schedules, communications, projects, and information while helping facilitate the CEO’s priorities and initiatives. This role may also develop and implement processes to effectively manage projects, information, and people while building and maintaining positive, professional, and strategic relationships throughout the organization.

Essential Job Functions

•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.

Qualifications

Education:

• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred; equivalent education and experience may be considered.

Experience:

• 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. Licenses/Certifications (if applicable):

•Valid California driver’s license required.

Skills:

•In-depth knowledge of employee benefits programs and regulatory compliance

.•Intelligent, ambitious, and solution-oriented

•Professional, confident, and approachable

•Trustworthy, discreet, and dependable

•Strong business judgment and decision-making

•Self-motivated, proactive, and adaptable

•Highly organized and detail-oriented

•Team-oriented and service-focused

•Calm and composed under pressure

•Receptive to feedback and committed to continuous improvement

•Hardworking, results-driven, and committed to excellence

Physical Demands and Work Environment

Physical Requirements: This position is primarily sedentary to light work in nature. The employee is regularly required to sit for prolonged periods, use hands and fingers to operate a computer keyboard, telephone, and office equipment, and occasionally stand, walk, bend, or reach. The employee may occasionally lift or move office materials such as files, binders, laptops, or boxes of supplies weighing up to 20 pounds.

Work Environment:  Work is typically performed in a professional office environment, with occasional visits to field or construction sites as required. The noise level in the office is usually moderate. The employee may occasionally be exposed to outdoor weather conditions, dust, and construction noise when visiting job sites. All work must be performed in compliance with Cal/OSHA safety and ergonomic standards, and employees are expected to use proper personal protective equipment (PPE) when entering field areas.

Reasonable Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Culture Alignment

All employees are expected to uphold Boudreau Pipeline’s values of Communication, Mutual Respect, and Accountability. These principles guide how we lead, collaborate, and perform our work every day.

Equal Employment Opportunity and At-Will Statement

Boudreau Pipeline Corporation is an Equal Opportunity Employer and prohibits discrimination or harassment based on race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

This job description does not constitute a contract for employment. Employment is at-will and may be terminated by either party at any time.