Executive Assistant, Engineering Practice

Description Who We Are Mazzetti 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 environments

Our Mission: Bending the climate curve™ Our Core Values: Earn Trust, Team First, Inspire

We proudly hold the JUST Label, an affirmation of our values-driven culture and commitment to environmental and social impact.

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.

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 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, r…