Executive Assistant at Willdan Group in San Francisco, CA

Job description

Why You Should Join the Team When you join the team, you will be working on some of the most important energy issues with some of the top minds in the electricity industry. We help shape energy and climate policy, play vital roles in regulatory proceedings, advise executives, and inform investment and planning selections. We are seeking a highly experienced and proactive Executive Assistant or Senior Executive Assistant to support our Partner team in San Francisco, CA. This role provides comprehensive administrative, operational, and scheduling support to firm Partners and requires strong independent judgment, discretion, and the ability to prioritize in a fast-paced environment. Responsibilities include managing complex calendars, coordinating office operations, and supporting key leadership initiatives. This hybrid position is ideal for a professional who takes ownership in creating a seamless, efficient, and welcoming office environment while handling daily operations with professionalism, sound judgment, and a positive, service-oriented mindset. The Executive Assistant or Senior Executive Assistant serves as the central point of coordination for the SF Partners and SF office operations. The role is essential to maintaining organization and efficiency across the firm, overseeing the planning and coordination of complex meetings, travel, expense management processes for our Partners while also supporting SF office operations. The ideal candidate is detail-oriented, thorough, accountable, adaptable, eager to learn, and driven to proactively solve problems and enhance operational efficiency. Essential Duties and Responsibilities Calendar & Scheduling Coordinate complex schedules, meetings, calls, and travel across internal teams and clients, resolving conflicts and setting priorities as needed. Proactively identify required inputs for Partner, coordinating with multiple Project Managers to integrate key dates into work plan to ensure timely Partner review and response. Monitor Partner’s inbox and calendar to prioritize workload effectively Travel & Logistics Plan and arrange all travel which may include client meetings, speaking engagements, conferences, and other high-profile events. Manage onsite logistics (AV, communication platform setup, conference room presentation) for all meetings, including large events in partnership with Administrative Team. Correspondence & Communication Serve as a trusted liaison between the Partner and both internal and external stakeholders, handling highly sensitive communications with discretion and sound judgment. Support the drafting of correspondence and the preparation of materials for presentations, meetings, and reviews, while ensuring the Partner is informed of urgent matters and follow-up actions are tracked accordingly. Exercise delegated authority to make informed decisions on the Partner’s behalf within established guidelines. Administration & Office Support Provide administrative office support such as timely expense report submission, tracking and reconciliation of credit card statements in adherence with company policy. Support contract oversight, in partnership with Project Accounting Team. Manage SF office experience overseeing desk reservation and building visitor systems. Identify, recommend, and implement operational and administrative efficiencies if/where needed. Job Requirements / Qualifications Bachelor's degree and 5+ years of experience as an office administrator, office assistant, or executive assistant. Ability to work onsite in the San Francisco office at least 3 days a week. Exceptional communication, organization, meticulous attention to detail, and customer service skills, with the ability to work effectively across multiple teams and stakeholders in various locations and time zones. Proven discretion and sound judgment when handling sensitive executive, client, and/or company information. Hands-on experience with office equipment (i.e. copiers, print