Remote Executive Assistant, Engineering Practice

Full-timeDescriptionWho We AreMazzetti is a global engineering design and consulting firm with a rich history of delivering forward-thinking solutions primarily for Healthcare and Science and Technology facilities and infrastructure. As an employee-owned benefit corporation, we are committed to bending the climate curve™. Though our story began with a small team of MEP engineers, 60 years later, we’ve grown to 200+ people in 12 locations across the U.S., India, and Africa. We are proud to partner with clients, addressing a spectrum of needs, mindful of their environmental footprint, resiliency, and economic and functional interests.Our Vision: Creating healthier, enduring environmentsOur Mission: Bending the climate curve™Our Core Values: Earn Trust, Team First, InspireWe proudly hold the JUST Label, an affirmation of our values-driven culture and commitment to environmental and social impact.Job SummaryWe are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Engineering Practice Leader and broader Engineering leadership team.This role is focused on executive support, coordination, communication, and operational follow-through, ensuring leadership priorities remain organized, meetings are effective, and key initiatives maintain momentum 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 is essential to enabling the Engineering Practice to operate effectively day-to-day. By bringing structure, consistency, and follow-through to leadership activities, the Executive Assistant helps reduce administrative burden, strengthen alignment, and support the overall impact of the practice.Work Location & Travel Requirements: 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 ResponsibilitiesExecutive Support & Calendar Management (40–50%)Manage complex calendars for the Engineering Practice Leader and select leadership team membersCoordinate 1:1 meetings, leadership meetings, and cross-functional touchpointsPrioritize scheduling based on business needs and leadership prioritiesPrepare meeting agendas, materials, and pre-reads as neededHandle logistics for internal and external meetings, both virtual and in-personCoordinate travel logistics and related scheduling needs as requiredLeadership Coordination, Action Tracking & Follow-Through (30–35%)Support recurring leadership meetings and strategic discussionsCapture clear meeting notes, decisions, and action itemsMaintain organized tracking of action items, owners, deadlines, and follow-up activitiesHelp maintain visibility into leadership priorities, commitments, and outstanding deliverablesProactively follow up with stakeholders on pending items, timelines, and next stepsCoordinate follow-up related to business development activities, strategic pursuits, and leadership initiativesProvide leadership with clear status updates and summaries to support alignment and accountabilityEscalate overdue, unclear, or unresolved items to leadership as neededProgram & 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 timelinesHighlight gaps, delays, risks, or missing information to leadership for awarenessSupport implementation and coordination of new processes, workflows, and operational improvements across the Engineering PracticeCommunications & Documentation Support (10–15%)Draft and distribute internal communications on behalf of Engineering leadershipHelp compile and organize materials from meetings, conferences, events, and strategic discussionsSupport consistency, clarity, and professionalism in communications across the Engineering PracticeMaintain organized records of key discussions, decisions, resources, and reference materialsCoordinate collection and organization of information related to leadership initiatives, business development efforts, and strategic activitiesEvents & Logistics CoordinationCoordinate logistics for Engineering leadership meetings, team events, and other key activitiesManage scheduling, invitations, materials, and follow-up communicationsSupport execution to help ensure events run smoothly and efficientlyAdministrative SupportSupport tracking of key deadlines, professional licenses/certifications, and administrative reminders for Engineering leadershipProvide general administrative and coordination support to reduce operational burden on senior leadersRequirementsEducation & Experience5–10+ years of experience in executive support or administrative roles supporting senior leadersExperience supporting leaders in architecture, engineering, construction (AEC), consulting, or professional services environmentsStrong calendar management and meeting coordination experience in complex environmentsExperience coordinating across teams and working with multiple stakeholdersExperience supporting leadership programs, events, or internal initiativesSkillsExcellent organizational and time management skills with strong attention to detailStrong written and verbal communication skillsAbility to manage multiple priorities and follow through on tasks independentlyHigh level of discretion, professionalism, and judgmentFamiliarity 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 a 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 habitsFamily 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).Gain hands-on experience furthering Mazzetti’s mission of making environments better through the Sextant Foundation. Learn more here.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. We are committed to and promote an inclusive environment where everyone is respected and empowered to contribute. 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