Executive Administrative Assistant

Executive Administrative Assistant

📍 Location: On-Site (Stockton, CA)

💵 Compensation: $70,000 – $90,000 DOE

🕒 Schedule: Full-Time

About the Role

We are seeking a highly skilled Executive Administrative Assistant to support a fast-paced Executive Team. This role is ideal for someone who thrives in an environment where organization, communication, and follow-through directly impact company success. The Executive Administrative Assistant will manage complex calendars, handle executive communications, coordinate strategic meetings, and ensure critical projects stay on track.

If you are proactive, detail-driven, and capable of managing competing priorities with professionalism and grace, this opportunity offers a meaningful and influential seat within the organization.

⭐ Key Responsibilities

Executive Support

• Serve as the primary administrative partner to members of the Executive Team.
• Manage and optimize executive calendars, scheduling meetings, appointments, and events well in advance.
• Anticipate conflicts and proactively solve scheduling challenges.
• Handle confidential and sensitive information with discretion.
• Coordinate executive travel arrangements and logistics.

Meeting Coordination & Strategic Follow-Up

• Prepare agendas for Executive Team and departmental meetings aligned with company priorities.
• Attend meetings to capture detailed notes, decisions, and action items.
• Track and follow up on executive-initiated projects to ensure timely communication and completion.
• Connect with Executive Team members regularly to ensure tasks are progressing.
• Distribute meeting minutes and maintain follow-up accountability.
• Support department managers in building KPI-driven agendas and tracking process improvements.

Meetings this role will manage include:

• Weekly Executive Tactical & Strategic Meetings
• Monthly Executive Offsite (full day)
• Quarterly Two-Day Offsite (coordinated with external parties)
• Monthly Manager Meetings (including KPI development and project status updates)

Project & Document Management

• Support project tracking, timelines, and deliverables across departments.
• Draft professional reports, presentations, memos, and correspondence.
• Compile and analyze data for executive-level decisions.
• Maintain departmental and corporate records and document systems.

Executive-Level Communication

• Act as a communication bridge between the Executive Team, executive support staff, and internal/external partners.
• Review incoming messages and determine appropriate actions or responses.
• Represent executives in meetings when needed.
• Facilitate cross-functional communication to ensure project alignment.

Administrative & Office Operations

• Order and maintain office supplies; manage administrative systems.
• Support database and filing processes for maximum efficiency.
• Provide general clerical and administrative support as needed.

Qualifications

Education

• High School diploma required; Associate’s degree preferred.

Experience

• 3–5 years in an Executive Assistant, Executive Support, or high-level administrative role.

Skills

• Outstanding written and verbal communication skills.
• Strong planning, multitasking, and organizational capabilities.
• High attention to detail and ability to work with minimal supervision.
• Professional discretion when working with sensitive information.

Technical Skills

• Advanced experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• CRM/ERP familiarity (such as Salesforce or AccountMate) is a plus.

Attributes

• Highly dependable, proactive, and adaptable within a fast-paced environment.
• Strong interpersonal skills and the ability to partner across all organizational levels.

Work Environment

• Standard office environment with moderate noise.
• Regular use of computers, phones, and office equipment.
• Ability to sit, stand, and walk for long periods.
• Occasional lifting of up to 25 lbs.

Featured Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Disability Insurance