Administrative Assistant

An International Optical Medical Device company located in south Orange County, CA (Aliso Viejo) is looking to identify and hire an Administrative Assistant on a temp to possible hire basis. The Administrative Assistant provides day-to-day administrative and operational support to executive leadership and their teams. This role is responsible for supporting efficient workflow through calendar coordination, meeting support, travel arrangements, document preparation, and general office administration. The ideal candidate is organized, proactive, detail-oriented, and service-focused, with the ability to manage multiple priorities while maintaining professionalism and confidentiality.

The Administrative Assistant will:

• Provide administrative support to executive leadership, including scheduling meetings, managing calendars, and coordinating appointments.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, and other business documents.
• Support email and phone communications, responding to routine inquiries and escalating issues as appropriate.
• Maintain organized electronic and hard copy filing systems and department records.
• Assist with data entry, expense reporting, purchase orders, invoice processing, and other routine administrative activities.
• Schedule and coordinate meetings, conference rooms, and virtual meetings.
• Prepare meeting materials, agendas, and assist with follow-up on action items.
• Support coordination of leadership meetings, team meetings, and offsite events.
• Assist with catering and meeting logistics as needed.
• Coordinate domestic travel arrangements, including flights, hotels, and ground transportation.
• Prepare and reconcile expense reports in Concur.
• Support travel logistics and itineraries for executives as needed.
• Handle sensitive and confidential information with discretion.
• Support department projects and cross-functional administrative initiatives as assigned.
• Serve as a professional point of contact for internal and external stakeholders.

Requirements:

• Associate or Bachelor’s degree preferred, or equivalent experience.
• 2–4 years of administrative support experience.
• Experience supporting executives or corporate functions preferred.
• Experience with scheduling, travel coordination, and expense reporting preferred.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Concur or similar expense management tools preferred.
• Experience with Zoom, Teams, and other collaboration tools.
• Strong organizational skills and attention to detail.
• Ability to prioritize work, manage competing deadlines, and support multiple leaders.
• Professional demeanor and strong customer service orientation.
• Ability to maintain confidentiality and exercise sound judgment.