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Executive Assistant

Location: Bend, OR. 

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Do you love being the right hand that keeps everything — and everyone — moving forward? Are you energized by the chance to support visionary leadership, manage key projects, and keep operations running smoothly behind the scenes?

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If you thrive on organization, communication, and proactive problem-solving, you could be the Executive Assistant we’re looking for at ColeBreit Engineering. In this role, you’ll become a critical part of our leadership team, working directly with the CEO, coordinating strategic initiatives, managing communications, and keeping the heartbeat of our Bend office strong and steady.

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If you're passionate about creating impact, anticipating needs, and making a difference every day, keep reading. 

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You’ll Love This Role If You Are:

A MASTER ORGANIZER WHO MAKES COMPLEX LOOK SIMPLE.
You seamlessly manage calendars, schedules, meetings, and moving pieces — ensuring nothing falls through the cracks.

PROACTIVE, DETAIL-DRIVEN, AND A TRUSTED PARTNER.
You solve problems before they arise, maintain confidentiality, and are the person leadership relies on to keep things moving, no matter what.

A COMMUNICATION CHAMPION.
You keep teams connected, leadership informed, and messages clear — ensuring transparency and follow-through across the company.

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ESSENTIAL DUTIES MAY INCLUDE: 

Within the first 30 days:

  • Develop a deep understanding of ColeBreit Engineering’s mission, values, and strategic goals while becoming familiar with leadership team workflows and communication styles.

  • Gain firsthand exposure to company operations by attending leadership meetings, office management activities, and supporting the coordination of daily tasks for the CEO.

  • By the 30-day mark, manage key aspects of CEO scheduling and communications independently, assist with initial outreach efforts, and build a reputation for being proactive, detail-oriented, and dependable.

60-90 days and ongoing:

  • Seamlessly manage CEO’s calendar, travel, and correspondence, while supporting strategic initiatives such as AI integration projects.

  • Coordinate leadership team meetings by preparing agendas, materials, and tracking action items to completion.

  • Oversee Bend office operations, including supplies, team meals, and general office coordination, ensuring a professional and welcoming work environment.

  • Provide internal communication support for company-wide updates, maintaining transparent channels between leadership and staff.

6-12 months and ongoing:

  • Skillfully balance multiple priorities, supporting leadership travel logistics, office management, and project coordination across departments.

  • Drive the tracking of special projects and strategic initiatives, maintaining momentum and follow-through on key organizational goals.

  • Manage IT inventory processes, assist with onboarding new hires by assigning equipment, and support troubleshooting efforts for Teams and SharePoint issues.

  • By the 12-month mark, operate as an indispensable partner to the leadership team, offering proactive solutions and helping drive a high-functioning, connected organization.

 

Required Education and Experience 

  • 3+ years of executive-level administrative support.    

  • Experience managing executive-level calendars and scheduling complex meetings.    

  • Exceptional organizational and time management skills.    

  • High level of discretion and confidentiality.    

  • Experience handling travel coordination and expense management.    

  • Experience with internal and external communications.    

 

Preferred Education and Experience  

  • Bachelor’s degree in business administration, communications, or a related field.  

  • Familiarity with EOS (Entrepreneurial Operating System) or similar business operating frameworks.  

  • Proficiency in Outlook, Teams, SharePoint, and Asana.  

  • Event planning and coordination experience.  

  • Experience working within the A/E/C industries (Architecture/Engineering/Construction Industries).    

 

COMPANY BENEFITS INCLUDE: 

The compensation range is $60,000-$90,000 annually, commensurate with experience level and skillset 

Health: Medical, Dental, Vision | Gym stipend 

Well-Being: Hybrid work policy | 4 weeks of PTO | Paid holidays + additional holiday week by year end 

Financial Wellness: Safe Harbor 401(k) with employer matching | Student loan repayment | Dependent care FSA matching | Profit-sharing opportunities | Cell phone stipend 

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WHO WE ARE: 

ColeBreit is a woman-owned, MWBE-certified MEP engineering firm with offices across Oregon and California. Founded in 2013 by Laura Breit, we’ve grown into a 50+ person team committed to quality, integrity, and strong client partnerships. Specializing in mechanical, electrical, plumbing, and fire protection engineering, we serve diverse industries, including civic, healthcare, and sustainable housing. ColeBreit is more than an engineering firm—we’re a team that values collaboration, innovation, and care in everything we do.  

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Our Core Values: Driven to Perform. Want to Grow. Team First (No Jerks Allowed).   

What sets ColeBreit apart is our people-first culture and commitment to creating a supportive, team-oriented workplace:  

Team-First Approach| Client-Focused Leadership| Community and Connection| Work-Life Balance | Growth Opportunities 

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