Workplace Operations Project Manager

Belcan is a global supplier of engineering, technical recruiting, and IT services to customers in the aerospace, defense, industrial, and government sectors. Belcan engineers better outcomes through adaptive and integrated services—from jet engines, airframe, and avionics to heavy vehicles, chemical processing, and cybersecurity, Belcan takes a partnering approach to provide customer‑driven solutions that are flexible, scalable, and cost‑effective. Belcan’s unique capabilities have led to continuous growth and success for nearly 60 years.

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Senior Leadership Administrative Partner / Executive Assistant for CDO. Pay rate: $39.2–$51.84 per hour.

Irvine, CA 92606.

The Executive Assistant (EA) is the "heartbeat of the studio", serving as a critical hub for operations and communication. This role requires responding to urgent tasks and ensuring the CDO is kept informed of daily, weekly, and monthly changes. The SA will thrive in a fast‑paced, upbeat environment with fun organization and coworkers.

• Communication Gateway:
  Keep design leaders and Operations Team in contact.
• Urgent Response:
  Respond to urgent tasks and keep everyone looped into changes.
• Onboarding:
  Mirror the current EA for one month prior to her maternity leave to learn day‑to‑day operations.
• Studio Culture:
  Maintain a fun, upbeat environment with coworkers.
• Required Attitude:
  Resilient professional with strong cross‑functional communication skills and a proactive approach to navigating ambiguous or fast‑paced environments.
• Hours:
  
  Studio core hours 9 AM–5 PM; available via text for urgent items.
• Travel/WFH:
  No travel required; optional WFH on the CDO’s travel days (typically Mondays and additional days based on the week).

• Provide full calendar support and act as gatekeeper for CDO’s back‑to‑back meetings.
• Priority alignment:
  Work with four Operations support staff to align priority meetings each week and present them to the CDO on Tuesdays.
• Schedule adjustment:
  Shift and adjust the CDO’s schedule for urgent cross‑functional meetings and to accommodate CEO meetings that shift.
• Labelling:
  Create labels on Gmail Calendar for weekly, monthly, and quarterly meetings, plus recurring CEO meetings.
• Proactive management:
  Text the CDO and support team when meetings run long or when he is running late.

• Travel arrangements:
  Use the NAVAN Client System to update flights, arrange travel needs to other client locations. Note that CDO’s Monday Palo Alto trips and rental cars are already booked.
• Expense reports:
  Submit via Coupa on the last week of the month for corporate card expenses used for lunches and office supplies.
• Inbox support (minimal):
  Schedule any meetings CDO needs with external parties; coordinate with Office of the CEO and other Senior Leader EAs.
• Design agendas:
  Update Excel agendas for recurring Design Reviews by adding agendas the day before the review.
• Note taking:
  Briefly note Weekly Leader Staff meetings and Monthly Full Leader Staff meetings; send recap to leaders after each meeting.
• Contact coordination:
  Maintain a handbook of senior leaders, their EAs, and contacts for specific tasks such as travel, events, catering, office of the CEO, and facilities.

• Morning routine:
  Greet the CDO with coffee in the AM based on his start time (free at the client coffee shop).
• Lunch:
  Assist in getting the CDO’s lunch from the cafe when he is in person and expense it to the corporate card.
• End‑of‑day recap:
  Send an end‑of‑day recap to the CDO Monday‑Thursday to keep him on track regarding changes, upcoming travel, and shifted CEO meetings.

• Event coordination:
  Work with the catering team to help organize studio events for food and beverage.
• Visitor management:
  Greet VIP guests, have them sign into the lobby and sign an NDA for entry. Entry is badge‑access only.

• Join a Slack channel used by EAs for peer support and update/communicate leadership travel and meetings.

• Light calendar…