Executive Assistant, Engineering Practice

Mazzetti is a global engineering design and consulting firm with a history of delivering forward-thinking solutions for Healthcare and Science and Technology facilities and infrastructure. As an employee-owned benefit corporation, we are committed to bending the climate curve. We are a 60-year-old firm that has grown to 200+ people in 12 locations across the U.S., India, and Africa. We partner with clients, mindful of environmental footprint, resiliency, and economic and functional interests. Job Type: Full-time Job Summary We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Engineering Practice Leader and broader Engineering leadership team. The role focuses on executive support, coordination, communication, and operational follow-through to keep leadership priorities organized, meetings effective, and key initiatives moving forward through structured coordination and administrative support. The ideal candidate excels at managing competing priorities, coordinating across stakeholders, and bringing clarity and organization to a fast-paced, multi-functional environment. This role enables the Engineering Practice to operate effectively day-to-day by providing structure, consistency, and follow-through to leadership activities, reducing administrative burden and supporting alignment and impact. Work Location & Travel This is a primarily remote position, with most work performed from home in the greater San Francisco Bay Area, CA. Occasional presence in our San Francisco, CA office, along with periodic local and domestic travel, is expected to support leadership meetings, events, and team activities as needed. Core Responsibilities Executive Support & Calendar Management (40–50%) Manage complex calendars for the Engineering Practice Leader and select leadership team members Coordinate 1:1 meetings, leadership meetings, and cross-functional touchpoints Prioritize scheduling based on business needs and leadership priorities Prepare meeting agendas, materials, and pre-reads as needed Handle logistics for internal and external meetings, both virtual and in-person Coordinate travel logistics and related scheduling needs as required Leadership Coordination, Action Tracking & Follow-Through (30–35%) Support recurring leadership meetings and strategic discussions Capture clear meeting notes, decisions, and action items Maintain organized tracking of action items, owners, deadlines, and follow-up activities Help maintain visibility into leadership priorities, commitments, and outstanding deliverables Proactively follow up with stakeholders on pending items, timelines, and next steps Coordinate follow-up related to business development activities, strategic pursuits, and leadership initiatives Provide leadership with clear status updates and summaries to support alignment and accountability Escalate overdue, unclear, or unresolved items to leadership as needed Program & Initiative Coordination (20–25%) Support ongoing programs and initiatives by tracking timelines and deliverables, coordinating cross-functional updates, and maintaining organized documentation and status reporting Help ensure initiatives remain aligned with agreed priorities and timelines Highlight gaps, delays, risks, or missing information to leadership for awareness Support implementation and coordination of new processes, workflows, and operational improvements across the Engineering Practice Communications & Documentation Support (10–15%) Draft and distribute internal communications on behalf of Engineering leadership Help compile and organize materials from meetings, conferences, events, and strategic discussions Support consistency, clarity, and professionalism in communications across the Engineering Practice Maintain organized records of key discussions, decisions, resources, and reference materials Coordinate collection and organization of information related to leadership initiatives, business development efforts, and strategic activities Events & Logistics Coordination Coordinate logistics for Engineering leadership meetings, team events, and other key activities Manage scheduling, invitations, materials, and follow-up communications Support execution to help ensure events run smoothly and efficiently Administrative Support Support tracking of key deadlines, professional licenses/certifications, and administrative reminders for Engineering leadership Provide general administrative and coordination support to reduce operational burden on senior leaders Requirements Education & Experience 5–10+ years of experience in executive support or administrative roles supporting senior leaders Experience supporting leaders in architecture, engineering, construction (AEC), consulting, or professional services environments Strong calendar management and meeting coordination experience in complex environments Experience coordinating across teams and working with multiple stakeholders Experience supporting leadership programs, events, or internal initiatives Skills Excellent organizational and time management skills with strong attention to detail Strong written and verbal communication skills Ability to manage multiple priorities and follow through on tasks independently High level of discretion, professionalism, and judgment Familiarity with tools such as Microsoft Teams, Outlook, PowerPoint, and project tracking platforms (e.g., Asana, Smartsheet) What We Offer At Mazzetti, we believe in supporting our employees with competitive compensation and a dynamic benefits package. Compensation: The typical salary range for an Executive Assistant in the San Francisco Bay Area, CA is $105,000 - $125,000. We are committed to equitable pay and will evaluate final compensation based on relevant experience and skills in alignment with internal equity and market data. Comprehensive Benefits: Medical, dental, vision, flexible spending accounts (FSA), company paid short-term disability (STD), long-term disability (LTD), and life insurance Participation in our company-funded Employee Stock Ownership Plan (ESOP) Performance-based bonuses 401(k) with employer matching Work-Life Balance: Generous PTO and 9 paid holidays Flexible work options: fully remote, hybrid, or in-office options, with flexible hours (depending on the role) Wellness program with live and on-demand fitness classes, mental health resources, wellness challenges, and incentives for healthy habits Family Support: Paid parental leave and EAP Services Professional Development: Funding for memberships, licenses, certifications, and tuition reimbursement Mentorship opportunities to help you grow in your career Home Office Support: Reimbursement for cellphone and internet costs for qualifying employees Home office package and additional reimbursement opportunities for work-related expenses Community Engagement: Paid volunteer time-off annually Employee engagement programs and Employee Resource Groups (ERGs) Opportunity to contribute to Mazzetti’s mission via the Sextant Foundation Mazzetti is an Equal Opportunity Employer. We embrace diversity and value individuals from all backgrounds and do not discriminate based on race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, or any other characteristic protected by federal, state or local law. If you require accommodations at any stage of the hiring process, please let us know. Join us in shaping a brighter future through engineering and innovation. Salary Description $105,000 - $125,000/year #J-18808-Ljbffr Mazzetti