Executive Assistant

Job Title: Executive Assistant

Location: Irvine, CA (Hybrid - 3 days in office)

Employment Type: Direct Hire

Pay: $84,000 - $100,000 annually

Summary

This position provides high-level, confidential support to senior executives, ensuring seamless day-to-day operations and effective communication across the organization. The Executive Administrator serves as a key partner to leadership, helping manage priorities, streamline processes, and maintain a professional, well-functioning office environment within a hybrid work setting.

Responsibilities

Executive & Administrative Support

• Manage sensitive and time-critical tasks for executive leadership
• Coordinate complex calendars, meetings, and scheduling priorities
• Prepare reports, presentations, and maintain tracking documents and spreadsheets
• Process timesheets and assist with payroll adjustments using UKG
• Review and reconcile expenses via Concur in accordance with company policies
• Handle invoice processing, including marketing-related expenses
• Conduct research, generate reports, and support special projects across departments

Communication & Coordination

• Act as a liaison for internal and external executive communications
• Draft, edit, and proofread professional correspondence and materials
• Support phone coverage and respond to inquiries as needed
• Maintain professionalism and consistency in all communications
• Assist with executive-level inquiries and high-priority issues

Content & Messaging

• Ensure consistency in tone, messaging, and branding
• Partner with cross-functional teams on internal communications
• Support messaging for company initiatives and organizational updates
• Contribute to content development and communication strategies

Meetings, Events & Travel

• Coordinate logistics for meetings, events, and conferences
• Arrange executive travel, including itineraries, accommodations, and transportation
• Manage travel-related expenses and documentation
• Organize corporate gifts and branded materials

Office Operations

• Oversee daily administrative and office operations
• Manage office supplies, vendors, and facilities coordination
• Support maintenance, repairs, and workplace services
• Maintain organization of office spaces and common areas
• Ensure compliance with safety standards and workplace requirements

Qualifications

Education

• Bachelor's degree preferred (Communications or related field is a plus)

Experience

• 5 years of experience in executive or administrative support
• Experience supporting senior leadership in a corporate environment preferred

Skills & Competencies

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong organizational, prioritization, and multitasking skills
• Excellent written and verbal communication abilities
• High level of discretion and professionalism when handling confidential information
• Strong problem-solving and critical thinking skills
• Ability to work independently and manage competing priorities
• Collaborative mindset with strong interpersonal skills
• Experience with reporting tools, communication platforms, or content systems is a plus
• Adaptability in a fast-paced, dynamic environment

Benefits

• Competitive compensation and potential bonus opportunities
• Flexible work arrangements (role-dependent)
• Generous paid time off and holiday schedule
• Comprehensive health benefits (medical, dental, vision, life)
• 401(k) with company match
• Professional development and career growth opportunities
• Tuition reimbursement or learning support
• Wellness programs, including mental health resources
• Employee recognition programs and a collaborative culture
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.