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, printers, scanners).
- Familiarity with tools such as Microsoft Office Suite, SharePoint.
EEO Non-Discrimination and ADA Reasonable Accommodation Statement
Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.
Willdan participates in E-Verify.
Skills Required
- Bachelor's degree
- 5+ years of experience as an office administrator, office assistant, or executive assistant
- Ability to work onsite in the San Francisco office at least three days per week
- Exceptional communication, organization, attention to detail, and customer service skills
- Ability to work effectively across multiple teams, stakeholders, locations, and time zones
- Proven discretion and sound judgment when handling sensitive information
- Hands-on experience with copiers, printers, scanners, and other office equipment
- Familiarity with Microsoft Office Suite and SharePoint
Willdan Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Willdan and has not been reviewed or approved by Willdan.
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Retirement Support — A 401(k) with company match and an employee stock purchase plan are highlighted as part of the package. Feedback suggests these features strengthen long-term financial security for employees.
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Healthcare Strength — Medical, dental, and vision coverage are offered along with HSA and FSA options. This breadth of medical plan types is portrayed as a meaningful benefit for many roles and locations.
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Leave & Time Off Breadth — Paid time off, flexible work arrangements, and dependent-care assistance are included. Tuition reimbursement and commuter benefits further expand the overall benefits mix.
Willdan Insights
What We Do
Willdan (NASDAQ: WLDN) provides professional consulting and technical services to utilities, public agencies and private industry throughout the United States. Its broad set of complementary disciplines span energy efficiency, distributed energy resources and software, engineering and planning, public finance and economic consulting. Willdan provides integrated technical solutions to extend the reach and resources of its clients, and provides all services through its subsidiaries specialized in each segment. Since our establishment in 1964, Willdan has grown significantly, employing 1,560 dedicated professionals (excluding contractors) as of December 31, 2021, and achieving an impressive annual Contract Revenue exceeding $350 million. Willdan benefits from long standing, well-established relationships with local and state government agencies, investor-owned and municipal utilities, and commercial and industrial firms throughout the United States. Headquartered in Anaheim, California, Willdan operates from offices in more than 20 states across the US, with its largest operations in California and New York.
