Administrative Assistant

Experience Required: 3+ years of administrative, executive assistant, or project coordinator experience

Schedule: Full time, nights. Must be available to work at a high level between the hours of 8:00 AM-5:00 PM Pacific Standard Time (PST).

Location: Remote

Start Date: Immediate

Summary Description Sequoia Ecological Consulting, Inc. is seeking a proactive and highly organized and proactive Administrative Assistant to provide high-level administrative and operational support to our growing team in the Marketing Department. This role is critical to the smooth operation of our proposals and marketing/business development efforts to promote our Sequoia Technical service lines, which include environmental compliance, permitting, planning, and biological services. The Administrative Assistant will be responsible for managing schedules, maintaining files, preparing documents, maintaining databases, supporting internal coordination, and assisting with proposal and departmental logistics.

The ideal candidate will possess strong discretion, detail-oriented, superior organizational and communication skills, and an understanding of the environmental consulting industry or the Architecture, Engineering, and Construction industry, or the ability to quickly learn its terminology, clients, and internal processes. This role will require very strong English language proficiency, independent workload management, upward management, critical thinking skills, creative problem solving, and collaborative communication.

You’re Excited About This Opportunity Because… You share our values. At Sequoia, we believe in providing a great place to work by living our shared core values of Belongingness, Excellence, Passion, Integrity, and Teamwork. As a member of Sequoia’s marketing team, your unique talents and contributions will be recognized and appreciated, and your work will truly make an impact as we pursue the projects our staff are passionate about supporting.

Key Responsibilities Administrative Support:

• Provide direct administrative support to Marketing Department, including calendar management, meeting and conference coordination, database management and maintenance, file management and maintenance, and independent management of a regular series of tasks.
• Coordination of complex tasks and information collection involving a large number of staff.
• Assistance with development of, and documentation of standard operating procedures for administrative tasks.
• Prepare and format correspondence, reports, presentations, spreadsheets, and other professional documents.
• Maintain and organize shared digital files, project templates, and administrative tools.

Project And Operations Support

• Support complex opportunity tracking database maintenance, including real-time review of email chains for status updates
• Assistance with proposal coordination, including meeting and document support, preparation of forms, tracking of team members’ follow-up items, and compilation of relevant qualifications.
• Provide logistical support for business development activities, including preparation of support information for proposals, qualifications packages, and client meetings, as needed.

We’re Excited About You Because You… Have these Minimum Qualifications and Knowledge:

• 3+ years of administrative, executive assistant, or project coordinator role, preferably in environmental consulting, architecture/engineering/construction, or a technical professional services industry.
• Experience supporting management level leaders.
• Associate’s or Bachelor’s degree in business administration, communications, environmental science, or related field preferred.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and database software (e.g., AirTable, or equivalent).
• Ability to anticipate needs, problem-solve, and drive toward streamlined, professional support systems.
• Exceptional English written and verbal communication skills.
• Demonstrated ability to work independently and prioritize multiple complex tasks under tight deadlines.
• Exceptional organizational and time management skills with the ability to handle multiple tasks under deadline.
• Strong interpersonal skills and emotional intelligence; capable of working across all levels of the organization.
• High level of discretion and confidentiality.

WHY YOU’LL LOVE WORKING AT SEQUOIA ECOLOGICAL CONSULTING, INC:

We provide a collaborative, employee-forward working environment. Do you enjoy creating, building and maintaining long-term relationships in your work and find satisfaction in making a lasting impact in protecting our biodiversity, while also protecting your community? Sequoia is looking for a self-motivated individual who is eager to steer the direction of their career in a company that promotes and supports professional development. We don’t just hire candidates to suit the job, we find the work that fulfills our employees and helps them meet their professional goals.

Our Commitment To Equality, Diversity, Inclusion & Belonging At Sequoia, we create a “safe space” culture focused on fostering employee well-being, job satisfaction, and productivity. We are committed to a more inclusive and diverse workforce, where each employee can reach their full potential without the burden of discrimination or harassment. We strive to maintain a strong culture built upon our shared core values of Belongingness, Excellence, Passion, Integrity, and Teamwork.

Sequoia is an equal opportunity employer. We understand that diversity, including human diversity, is the key to the success of all healthy ecosystems. We are a forest of remarkable individuals, standing tall as our authentic selves and as one. At Sequoia, we grow together to form a stable community that is diverse in character and content.

We are an at-will employer, which means that either the company or the employee may terminate the employment relationship at any time, for any reason, with or without notice.