Executive Assistant to the CEO
Apply NowCompany: PBS Engineers
Location: San Dimas, CA 91773
Description:
PBS Engineers is a leading MEP design engineering firm with over 75 professionals offering exceptional Mechanical, Electrical, Plumbing engineering services from offices located in California and Texas. PBS Engineers provides planning, design and project coordination services for a variety of institutional, private commercial and residential development projects, as well as municipal projects.
Executive Assistant to the CEO - PBS Engineers, Inc. Position Summary
The Executive Assistant (EA) serves as the right-hand to the CEO of PBS Engineers, Inc., ensuring that both professional and personal responsibilities are managed with the highest level of efficiency, discretion, and professionalism. This role requires an exceptionally organized, proactive, and resourceful individual who can anticipate needs, handle complex tasks, and manage projects while maintaining the CEO's focus on strategic priorities.
The EA will act as a liaison between the CEO, executive team, employees, clients, and external stakeholders, managing communication, scheduling, and high-level administrative duties while also supporting personal tasks, events, and travel arrangements.
Key Responsibilities
1. Executive & Administrative Support
Serve as the primary point of contact for the CEO, managing correspondence, scheduling, and ensuring seamless daily operations.
Prioritize and manage the CEO's calendar, ensuring optimal time allocation for meetings, strategic planning, and personal commitments.
Proactively filter and prioritize emails, calls, and meeting requests, responding on behalf of the CEO when appropriate.
Prepare presentations, reports, and correspondence for internal and external meetings.
Coordinate and manage high-level meetings, including agenda creation, minutes, and follow-ups.
Organize board meetings, track action items, and ensure strategic follow-through.
Manage and coordinate travel itineraries, including flights, accommodations, and ground transportation, ensuring seamless logistics.
2. Financial & Business Management Support
Support billing, invoicing, and collections in collaboration with the Accounting Team.
Track and manage expense reports, budgets, and reimbursements for the CEO.
Assist in reviewing contracts, proposals, and key business documents for accuracy and alignment with company goals.
Conduct industry research and competitive analysis to assist in executive decision- making.
3. Project & Operations Management
Take ownership of special projects and company-wide initiatives assigned by the CEO.
Liaise with department heads and project teams, ensuring seamless communication between the CEO and different business units.
Assist in tracking key business objectives and milestones, ensuring projects remain on schedule.
Identify and implement efficiency improvements in internal processes.
Oversee and ensure office organization and executive support services are operating effectively.
4. Client & External Relations
Act as a liaison between the CEO and external stakeholders, including clients, partners, and vendors.
Handle confidential business matters with utmost discretion.
Assist in relationship management, following up on key conversations, maintaining VIP contacts, and ensuring timely communication.
Assist with company marketing efforts, coordinating with the Marketing Team for CEO- driven branding initiatives.
5. Personal & Lifestyle Management
Coordinate personal appointments, family schedules, and household management for the CEO.
Manage personal travel arrangements for family vacations or other engagements.
Plan and execute personal events (dinners, celebrations, social engagements) as needed.
Oversee household and vehicle maintenance schedules.
Handle personal errands such as gifting, reservations, and other time-sensitive tasks.
Qualifications & Required Skills
Minimum 10+ years of executive assistant experience, with at least 5+ years supporting a C-suite executive.
Strong financial acumen to assist with invoices, expenses, and contracts.
Exceptional organization and time management skills, with the ability to multitask and prioritize effectively.
Excellent verbal and written communication skills, capable of interfacing with high-level executives, clients, and stakeholders.
High level of confidentiality, professionalism, and discretion in handling sensitive matters.
Proficiency in Microsoft Office Suite, Google Workspace, project management tools, and CRM software.
Ability to travel occasionally to support CEO on business trips.
Flexibility in work hours, including availability outside standard business hours for urgent tasks.
Key Success Indicators
CEO's time is optimized through effective scheduling and prioritization.
Seamless execution of strategic initiatives and business operations.
Strong relationships maintained between CEO, internal team, and external stakeholders.
Personal responsibilities are managed efficiently and proactively.
Why Join PBS Engineers?
This is a high-impact, fast-paced role for an individual looking to work alongside a visionary CEO and play a crucial role in the company's success. The Executive Assistant will gain exposure to high-level decision-making, business strategy, and leadership development while ensuring the CEO operates at maximum effectiveness.
If you thrive in a dynamic environment, excel in problem-solving, and have a passion for organization and leadership support, we invite you to apply.
Executive Assistant to the CEO - PBS Engineers, Inc. Position Summary
The Executive Assistant (EA) serves as the right-hand to the CEO of PBS Engineers, Inc., ensuring that both professional and personal responsibilities are managed with the highest level of efficiency, discretion, and professionalism. This role requires an exceptionally organized, proactive, and resourceful individual who can anticipate needs, handle complex tasks, and manage projects while maintaining the CEO's focus on strategic priorities.
The EA will act as a liaison between the CEO, executive team, employees, clients, and external stakeholders, managing communication, scheduling, and high-level administrative duties while also supporting personal tasks, events, and travel arrangements.
Key Responsibilities
1. Executive & Administrative Support
Serve as the primary point of contact for the CEO, managing correspondence, scheduling, and ensuring seamless daily operations.
Prioritize and manage the CEO's calendar, ensuring optimal time allocation for meetings, strategic planning, and personal commitments.
Proactively filter and prioritize emails, calls, and meeting requests, responding on behalf of the CEO when appropriate.
Prepare presentations, reports, and correspondence for internal and external meetings.
Coordinate and manage high-level meetings, including agenda creation, minutes, and follow-ups.
Organize board meetings, track action items, and ensure strategic follow-through.
Manage and coordinate travel itineraries, including flights, accommodations, and ground transportation, ensuring seamless logistics.
2. Financial & Business Management Support
Support billing, invoicing, and collections in collaboration with the Accounting Team.
Track and manage expense reports, budgets, and reimbursements for the CEO.
Assist in reviewing contracts, proposals, and key business documents for accuracy and alignment with company goals.
Conduct industry research and competitive analysis to assist in executive decision- making.
3. Project & Operations Management
Take ownership of special projects and company-wide initiatives assigned by the CEO.
Liaise with department heads and project teams, ensuring seamless communication between the CEO and different business units.
Assist in tracking key business objectives and milestones, ensuring projects remain on schedule.
Identify and implement efficiency improvements in internal processes.
Oversee and ensure office organization and executive support services are operating effectively.
4. Client & External Relations
Act as a liaison between the CEO and external stakeholders, including clients, partners, and vendors.
Handle confidential business matters with utmost discretion.
Assist in relationship management, following up on key conversations, maintaining VIP contacts, and ensuring timely communication.
Assist with company marketing efforts, coordinating with the Marketing Team for CEO- driven branding initiatives.
5. Personal & Lifestyle Management
Coordinate personal appointments, family schedules, and household management for the CEO.
Manage personal travel arrangements for family vacations or other engagements.
Plan and execute personal events (dinners, celebrations, social engagements) as needed.
Oversee household and vehicle maintenance schedules.
Handle personal errands such as gifting, reservations, and other time-sensitive tasks.
Qualifications & Required Skills
Minimum 10+ years of executive assistant experience, with at least 5+ years supporting a C-suite executive.
Strong financial acumen to assist with invoices, expenses, and contracts.
Exceptional organization and time management skills, with the ability to multitask and prioritize effectively.
Excellent verbal and written communication skills, capable of interfacing with high-level executives, clients, and stakeholders.
High level of confidentiality, professionalism, and discretion in handling sensitive matters.
Proficiency in Microsoft Office Suite, Google Workspace, project management tools, and CRM software.
Ability to travel occasionally to support CEO on business trips.
Flexibility in work hours, including availability outside standard business hours for urgent tasks.
Key Success Indicators
CEO's time is optimized through effective scheduling and prioritization.
Seamless execution of strategic initiatives and business operations.
Strong relationships maintained between CEO, internal team, and external stakeholders.
Personal responsibilities are managed efficiently and proactively.
Why Join PBS Engineers?
This is a high-impact, fast-paced role for an individual looking to work alongside a visionary CEO and play a crucial role in the company's success. The Executive Assistant will gain exposure to high-level decision-making, business strategy, and leadership development while ensuring the CEO operates at maximum effectiveness.
If you thrive in a dynamic environment, excel in problem-solving, and have a passion for organization and leadership support, we invite you to apply.