Job Details

The Opportunity

We're looking for a highly organized and proactive Executive Assistant to support our CFO, VP of HR, and Legal Team. This is a fast‑paced team and the EA plays a critical role in helping it run. The ideal candidate will be proactive, work without boundaries, and bring a blend of professionalism, enthusiasm, and flexibility to the role. The successful candidate will be relationship‑oriented and understand the value in building relationships not only with our executives, but all Truebeck team members.

What You'll Do

• Manage complex calendars across multiple departments; coordinate meetings, calls, and internal/external appointments.
• Coordinate travel, including flights, accommodation, and transportation.
• Draft, proofread, and format internal documents, reports, and presentations.
• Support organization and tracking of legal documents, HR policies, and contracts.
• Handle highly confidential information with discretion.
• Coordinate logistics for executive meetings, including agendas, materials, and follow‑up actions.
• Serve as a communication bridge between executives and internal/external stakeholders.
• Provide general administrative support as needed across Finance, HR, and Legal teams.

Qualifications

• 5+ years of experience supporting senior executives or cross‑functional leadership teams.
• Demonstrated experience managing complex calendars, travel logistics, and expense processing.
• Strong written and verbal communication skills.
• Highly organized, detail‑oriented, and able to multitask with ease.
• Professionalism and discretion in handling sensitive and confidential information.
• Proficiency with Microsoft Office Suite and common calendaring/expense tools (e.g., Outlook, Concur, Expensify, etc.).
• Previous experience as a paralegal, legal administrator, or in supporting legal, HR, or finance teams is a plus.

Range of base pay is $100,000-$130,000. Truebeck Construction is an equal opportunity employer. We celebrate differences and are committed to creating a diverse and inclusive environment for all employees.

Physical Demands and Work Environment

The incumbent is required to work at the main San Mateo office and typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the workday. The employee is regularly required to be in a stationary position, communicate, or convey; frequently required to operate or position, and to be in a stationary position, move, reach, bend or transport up to 20 pounds.

Attention Staffing Agencies

Please note that we do not wish to receive unsolicited resumes from third‑party recruiters or staffing agencies. Any resumes submitted in the absence of a signed agreement will become the property of Truebeck Construction and no fee will be paid should the candidate be hired by Truebeck Construction or our affiliates. We only accept resumes directly from candidates who have applied through our official application process.

Truebeck Construction