Executive Assistant at Salas O’Brien

Executive Assistant

 At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary:

The Business Unit Executive Assistant provides direct, high-level support to the Senior Managing Principal of the Federal & BE-East Business Unit within Salas O’Brien. This role is dedicated to ensuring smooth execution of priorities, streamlined communication, and proactive management of commitments. The Executive Assistant will act as a trusted partner, enabling the Senior Managing Principal to focus on strategic leadership, business development, client relationships, and overall business growth.

 In this role, you will:

• Manage and prioritize the Senior Managing Principal’s schedule, meetings, and travel to maximize efficiency and alignment with business priorities.
• Coordinate and prepare materials for leadership meetings, strategy sessions, and client engagements, ensuring information is accurate, concise, and actionable.
• Support communication flow across the business unit by drafting and refining executive-level updates, announcements, and presentations.
• Track and follow up on key initiatives, goals, and deliverables to maintain accountability and momentum.
• Partner with leaders across Salas O’Brien functional areas to support cross-departmental alignment and ensure timely execution of priorities.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform office and administrative duties to assist executive management, including
  • Make travel arrangements
  • Make meeting and event arrangements
  • Coordinate daily calendars of senior managers
  • Schedule meetings
  • Submit and reconcile expense reports
  • Note taking and draft meeting minutes
  • Manage phone calls and emails
  • Facilitate internal communication (e.g. distribute information and schedule presentations)
  • Produce and distribute correspondence, memos, emails, letters, faxes and forms
  • Offer support to executives on MS office software
• Office Management
  • Manage office supplies (printer, coffee, etc.)
  • Order office supplies
  • Develop and maintain a filing system
  • Maintain contact lists
  • Provide general support to visitors
  • Support meetings in the office (order food, ensure office supplies is stocked, etc.)
  • Assist with general office tasks
  • Manage kitchen supplies and neatness
  • Serve as POC for office procedures within the building
• Project Assistance
  • Respond promptly to managers’ queries
  • MS Word, Excel, PowerPoint
  • Document Review (grammar, formatting, etc.)
  • Deltek Ajera assistance (data entry)
  • Proposal Assistance
  • Create regular reports and update internal databases when requested

You will be a great fit if:

• You have proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role
• You have a high school diploma with 5-8 years of proven administrative assistant experience, or some college education with 2 years proven administrative assistant experience
• You are proficient in Microsoft Excel, Word and PowerPoint
• You have excellent time management skills and ability to multi-task and prioritize
• You have attention to detail and problem-solving skills
• You have strong organizational and planning skills
• You have knowledge of office management systems and procedures

Skills/abilities:

• Demonstrated experience providing direct support to senior executives in a fast-paced, dynamic environment.
• Strong organizational skills with the ability to anticipate needs, prioritize effectively, and manage multiple deadlines.
• Excellent communication skills, both written and verbal, with experience drafting executive-level correspondence.
• High level of discretion, judgment, and professionalism.
• Proficiency in Microsoft Office and related tools; comfort with technology and collaboration platforms.

Location: Baltimore, MD

Compensation:  $55-80K based on experience 

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.