Executive Assistant

Who We Are:

TrustedTech is a leading Microsoft Cloud Solution Provider (CSP) specializing in Microsoft Cloud services, Microsoft perpetual licensing, and Microsoft Support Services for medium and enterprise-sized businesses. Our robust team of in-house, U.S-based Microsoft architects and engineers are certified in all 6/6 Microsoft Solutions Partner Designations in the Microsoft Cloud Partner Program.

Prioritizing a people-centric mission, TrustedTech has transformed the Microsoft software licensing experience, giving IT professionals complete confidence in the success of their Microsoft investment.

Overview:

TrustedTech is seeking an exceptional Executive Assistant to serve as a strategic operational partner to our C-Suite leadership team. This role is a high-trust, high-visibility position that sits at the center of the executive office and directly enables the effectiveness, focus, and output of TrustedTech’s most senior leaders.

The right candidate operates with the judgment of a seasoned professional and the instincts of a true strategic partner. They anticipate needs before they’re expressed, manage competing priorities without losing composure, and handle sensitive information with the discretion and integrity that executive-level proximity demands. This person is as comfortable coordinating a complex international travel itinerary as they are preparing a briefing document, managing a high-stakes calendar conflict, or quietly resolving an operational issue before it reaches the executive’s desk.

Responsibilities:

Executive Calendar & Time Management:

• Own and manage complex, continuously shifting calendars for C-Suite executives, making intelligent prioritization decisions that protect leadership’s focus and ensure time is allocated to the highest-value work.
• Coordinate scheduling across internal leadership, external partners, clients, and stakeholders, managing conflicts with diplomacy and resolving them proactively before they escalate.
• Prepare executives for each day (briefing them on priorities, upcoming meetings, relevant context, and any items requiring decisions or follow-through), so they are always walking into every room fully prepared.
• Maintain a clear view of executive commitments across time zones, ensuring nothing is double-booked, missed, or under-prepared.

Global Travel & Logistics:

• Plan and manage end-to-end domestic and international travel for executives, including flights, accommodations, ground transportation, visas, and itinerary documentation; with contingencies built in for the unexpected.
• Anticipate executive preferences, logistical risks, and schedule constraints when building travel plans, delivering a seamless experience that minimizes friction and maximizes productivity on the road.
• Coordinate travel logistics for executive-level events, off-sites, and client engagements, managing multiple stakeholders and moving parts with precision.

Communication & Stakeholder Management:

• Act as a professional, polished gatekeeper and communication bridge between the C-Suite, internal leadership teams, and external stakeholders; managing correspondence, routing inquiries, and ensuring nothing falls through the cracks.
• Draft, review, and send executive communications, including emails, responses, briefing summaries, and internal updates on behalf of leadership when appropriate, maintaining the executive’s voice and standards throughout.
• Build and maintain strong working relationships with counterparts across the organization and externally (including enterprise clients and key vendors), always representing the executive office with professionalism.

Operational Support & Cross-Functional Coordination:

• Plan and manage cross-functional projects and initiatives on behalf of executives, driving workstreams to completion by tracking action items, following up with owners, and surfacing blockers before they delay outcomes.
• Partner closely with the Chief of Staff on executive operating rhythms, strategic planning activities, and leadership team coordination, serving as an extension of the Chief of Staff’s function in day-to-day execution.
• Manage executive expense reporting, invoice approvals, and budget tracking with accuracy and timeliness, ensuring compliance with company policies.
• Coordinate personal logistics and errands for executives as needed, handling requests with discretion and ensuring tasks are completed with the same standard applied to professional commitments.

Event Planning & Executive Presence:

• Plan and execute internal and off-site executive events, including leadership team off-sites, board meetings, client dinners, and culture-building activities; managing all logistics, vendor coordination, and on-site execution.
• Represent the executive office in internal and external settings with the composure, professionalism, and polish that senior leadership requires from those closest to them.

Discretion, Confidentiality & Information Governance:

• Handle all sensitive and confidential information (including personnel matters, financial discussions, legal communications, and strategic plans) with absolute integrity and strict need-to-know discipline.
• Exercise mature, independent judgment in determining what information to share, with whom, and when; understanding that proximity to the C-Suite requires a higher standard of discretion than almost any other role in the organization.

Required Skills & Qualifications (must-haves):

• 4 years of demonstrated executive support (experience at the C-Suite or VP level is highly preferred), with a track record of managing complex, fast-moving executive offices in a professional, high-standard environment.
• Exceptional organizational and multitasking abilities; this role requires managing multiple executives, dozens of active priorities, and a constantly shifting landscape without losing accuracy or composure.
• Advanced proficiency in the Microsoft Office 365 Suite, Google Suite (calendar and email management), Slack/Teams, as well as project management tools (Jira), with a high aptitude for quickly adopting new productivity and collaboration tools.
• A valid driver’s license and a clean driving record are required for executing occasional off-site company errands (TrustedTech provides dedicated mileage tracking and full gas reimbursement for all corporate duties and errands).
• Outstanding written and verbal communication skills, with the ability to draft executive-quality correspondence, briefings, and communications that reflect the voice and standards of senior leadership.
• High emotional intelligence and a hospitality-first mindset; the ability to read a room, manage relationships with diverse stakeholders, and handle sensitive situations with maturity, warmth, and professionalism.
• Availability and flexibility to accommodate executive schedules, including occasionally early morning, evening, or weekend needs when business demands it.

Preferred Skills & Qualifications (nice-to-haves):

• Prior experience supporting executives in a fast-paced technology, SaaS, or Microsoft partner environment, where pace, ambiguity, and high standards are the norm rather than the exception.
• Experience working in a lean, high-growth environment where wearing multiple hats, navigating rapid change, and building processes from scratch are expected parts of the role.
• Experience partnering directly with a Chief of Staff or similar executive operations function, with an understanding of how to complement and extend that function through day-to-day EA execution.
• Background in event planning or executive off-site coordination, including experience managing vendor relationships, budgets, and on-site logistics for senior leadership events.
• A natural process improvement orientation; someone who doesn’t just complete tasks, but consistently looks for ways to make the executive office run more efficiently and effectively over time.
• Bachelor’s degree in Business Administration, Communications, or a related field, or an equivalent combination of education and professional experience that demonstrates the same level of preparation for this role.

Working Environment & Hours:

• Type: Onsite at Irvine HQ (UCI Research Park)
• Schedule: Monday – Friday
• Working Hours: 6:00 am to 3:00 pm (*with flexibility to work after hours as needed)
• Compensation Details: $85K annually, exempt role (*DOE)

Benefits:

- 100% employer-paid base medical coverage: HMO (CA) | PPO (out-of-state)

- Dental and vision coverage

- 401(k) with 4% company match (fully vested)

- Paid vacation, sick leave, and holidays

- Paid parental leave

- Voluntary benefits (STD*, life/AD&D, accident, critical illness, hospital)

- Employee Assistance Program (EAP)

- Pet discount plans

- Microsoft reimbursement program

(*Short-term Disability available for employees outside California)

*TrustedTech is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation/gender identity, or any other characteristic protected by applicable law.*