Executive Coordinator (Portland, OR or Seattle, WA)

Job Details

Level

Entry

Job Location

PDOR Portland - Portland, OR

Position Type

Full Time

Job Category

Executive

Who We Are

We are a firm that values and respects our staff, fosters an environment that encourages learning and growth, and is committed to the success of our clients.

At PAE, we like to think of ourselves as a little bit different from most engineering firms. Here's why:

We care intensely about envisioning and creating sustainable building systems and work every day to break new ground in the world of sustainable design.

We have a close affinity to the visions of the architects we work with; we understand the need for beauty as well as practicality.

We value creativity as much as we value precision.

We understand that the visionary people we want to hire need to experience the world in order to change the world, and we work hard to support that need. PAE is looking for an Executive Coordinator to provide high-level administrative and project management support to the Executive Team, Leadership Team (LT), and Strategic Plan Goal Owners at PAE. This role is responsible for coordinating company-wide strategic initiatives, managing executive scheduling, supporting leadership meetings, and ensuring smooth project execution across business groups. The ideal candidate is highly organized, proactive, and experienced in working with executives in a fast-paced environment.

What You'll Do

Strategic Plan & Project Coordination

Serve as Project Coordinator (PC) for all 14 Strategic Goal Owners, providing tailored support based on individual needs

Ensure high-impact projects are effectively managed, balancing business needs with strategic objectives

Track strategic goal owner updates, ensuring timely reporting and compliance

Research and assist in implementing software tracking tools; provide training as needed

Manage various projects within the Executive department and across other business groups as needed

Develop and maintain dashboards to provide leadership with visibility into progress

Assist with scheduling, agenda creation, meeting notes, and project plan setup Executive & Leadership Support

Manage complex scheduling and calendar coordination for the CEO & President, as well as the Leadership Team as needed

Gather, organize, and distribute key executive reports including but not limited to monthly group reports, monthly financial reports, and management meeting notes

Proactively identify and resolve challenges in project execution while considering the priorities and constraints of leadership and business groups General Administrative Support

Develop project plans, templates, memos and PowerPoint presentations

Support company retreat planning and execution including location research, booking catering, and providing on-site support

Demonstrate professionalism and adaptability when working with different personalities, including executive stakeholders, team members, and external partners

Collaborate with local operations teams to coordinate meetings, catering and events

Perform other duties as assigned What You Bring

College degree in Business Administration, Project Management, or related field (or equivalent experience)

5+ years of professional experience, with a proven track record of leading company-wide initiatives

Project Management experience required

Previous experience supporting executives required

Experience managing executive calendars and scheduling

Experience in professional services, engineering, or consulting environments is a plus

Travel may be required for Leadership meetings, retreats and offsite events

Proven ability to manage multiple projects from ideation to completion

Proficient in Microsoft Office Suite, an emphasis in Project, Planner, Excel, PowerPoint, SharePoint, PowerBi is a plus

Exceptional communication skills, with the ability to tailor messaging to different audiences, from executives to project teams

Confidence in managing difficult conversations and addressing challenges with tact and professionalism

Ability to create presentations and visual content using various platforms

High level of adaptability and resilience in a dynamic, fast-paced environment

Business acumen

Ability to anticipate needs, and solve problems independently What We Offer

Hiring Base Salary Range: $71,000-$100,500annual

This position is eligible for time and a half overtime pay

Open to candidates in Portland, Oregon or Seattle, Washington The base salary is one component of PAE's competitive compensation package for employees. We take into consideration a variety of factors including but not limited to skills, abilities, experience, education, credentials, internal equity and geographic location in determining exact salary offered. At PAE, roles are eligible for additional rewards, including salary increases and annual bonuses based on individual performance. The above range represents PAE's good faith and reasonable estimate of the range of possible compensation at the time of posting.

In addition, PAE offers a comprehensive benefits package which includes the following:

Performance Bonus

Employer paid health insurance (medical, dental, vision)

401k account contribution

Professional development reimbursements including state registration and professional association dues

Commuter benefit

Cell phone stipend

Life insurance and disability benefits

Employee Assistance Program

Paid time off for sick leave, family leave, community service, holidays and vacation- work hard and take time off when you need it.

To learn more about our comprehensive benefits package, visit This information is provided per the Equal Pay Act.

Our commitment to pay equity

PAE is a JUST label certified company; we demonstrate JUST label requirements within pay equity. Pay scales should meet or exceed applicable legislated wage requirements and industry standards and compensate, on the same basis, all individuals performing the same or similar work and work of equal value. We are committed to the principle of pay equity - paying employees equitably for substantially similar work. To learn more about pay equity and our commitments to equitable business practices, you may view our JUST label certification here:

To find out more visit our website:

What We're Made Of

Established in 1967 and stretching across five offices on the West Coast, PAE provides services in mechanical, electrical, and plumbing engineering, building performance analysis, technology design, and lighting design (LUMA). We work with clients to design the nation's highest performing and most regenerative built environments that keep people comfortable, healthy, and productive inside while restoring the natural world outside. We employ an integrated and responsive approach to project design that balances the environmental, economic, and social goals of every client we work with.

Our portfolio includes over 100 LEED Platinum projects as well as dozens of projects that have either achieved or are pursuing the Living Building Challenge, Passive House, Architecture 2030, Carbon Neutral, Net Zero Energy, and Net Zero Water.

Fine Print

Please note that resumes received from third party recruiters or agencies will not be accepted unless requested directly by PAE Talent Acquisition and with a prior signed fee agreement. If candidates without a previously signed recruiter fee agreement are submitted, PAE reserves the right to engage with and hire those candidate(s) without any obligation financial or otherwise to the recruiter or agency.

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at PAE will be based on merit, qualifications and abilities. PAE does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender (sex), national origin, age, veteran status, sexual orientation, gender identity, physical characteristics historically associated with race, disability, genetic information or any other characteristic protected by applicable law.

PAE will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment including: selection, job assignment, compensation, discipline, termination and access to benefits and training.

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