Executive Administrator - HYBRID

Executive Administrator – HYBRID

AIS Insurance Specialists

While this position is posted as Executive Administrator - HYBRID, the internal job title at AIS is Executive Administrator.

Amazing Opportunity

Excellent corporate career opportunity!  We are currently recruiting a dedicated, service-oriented professional who is interested in an executive administration career in our Irvine, CA office.

An in-person interview may be required during the hiring process

Salary Pay Range

$84,000-$100,000

The expected base salary for this position will vary depending on a number of factors, including relevant experience, skills and location.

Job Summary

This role provides advanced, confidential administrative support to the CEO and executive leadership team. Serves as a key administrative point of contact to support executive operations, communication, and resolve issues. This is a hybrid role requiring in-office presence and plays an important role in maintaining a well-organized, professional corporate office environment.

Executive and Administrative Support:

• Relieve executives of administrative details, usually of confidential and time-sensitive matters.  
• Provide administrative support to executives, including complex calendar management, meeting coordination, and correspondence handling.
• Prepare, compile, and distribute reports and presentations; maintain master spreadsheets for reporting.
• Maintain a working knowledge of Company operations, policies, and organizational procedures to effectively support leadership.
• Reconcile bi‑monthly timesheets for the corporate team and process required adjustments in UKG. Process marketing invoices in accordance with established procedures for payment.
• Manage executive and corporate expense reporting by administering, reviewing, and reconciling expenses in Concur in accordance with company policies.
• Complete ad hoc reports, mail merges, research, and miscellaneous projects for Executives, Sales, and Marketing depts.

 Communication and Correspondence:

• Serve as a primary point of contact for internal and external communications on behalf of the executives.
• Draft, edit, and proofread correspondence, reports, and other written materials.
• Respond to inquiries and provide backup coverage for phones as needed.
• Ensure communications are professional, timely, and aligned with company standards.
• Assist with special projects and initiatives assigned by executives, including research, data analysis, and coordination with other team members.
• Support the handling of escalated customer complaints and executive‑level inquiries, including matters involving VIP customers, by coordinating information, facilitating resolution, and providing assistance to executives as needed.

 Content Development and Internal Communications:

• Apply cross-functional knowledge and expertise to ensure consistency in messaging, tone, and brand standards.
• Partner with cross-functional teams to develop targeted communication for specific audiences.
• Develops messaging and communications strategies for key initiatives and business changes/impacts.
• Support the development and coordination of team member communications and change management initiatives related to business updates, leadership messaging, and organizational changes.

 Event and Meeting Coordination:

• Coordinate logistics for company events, meetings, and conferences, including scheduling invitations and catering.
• Manage the purchase and distribution of corporate gifts, logo wear, and gift cards.

 Office Operations and Facilities:

• Oversee day‑to‑day administrative operations of the corporate office to ensure a professional, efficient, and well‑organized work environment.
• Provide administrative and operational support to executives and the management team, ensuring office processes align with business needs.
• Manage office operations and facilities by overseeing supplies and equipment procurement, inventory oversight, and vendor coordination, ensuring compliance with health and safety regulations to maintain a safe working environment.
• Coordination of the delivery of office services, including maintenance, repairs, cleaning, security, and utilities, in partnership with internal teams, building management, and external service providers.
• Maintain office refreshments and amenities by monitoring inventory levels, coordinating replenishment, and ensuring common areas are presentable following daily operations or business events.

 Travel Arrangements:

• Arrange executive travel, including flights, accommodations, transportation, and preparing itineraries.
• Reconcile travel-related invoices in accordance with company policy.

• Advanced proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Publisher.
• Strong understanding of executive support practices, organizational procedures, and confidentiality requirements. 
• Ability to operate with a high degree of independence, judgment and discretion.
• Excellent written communication skills, including writing, editing, and proofreading for diverse audiences.
• Strong organizational, interpersonal, and relationship‑building skills with the ability to work across functions.
• Ability to analyze and improve administrative processes, prioritize workload, and manage multiple competing priorities.
• Experience with digital communication platforms, content management systems, and data presentation tools.
• Strong project management, problem‑solving, and critical‑thinking skills.
• Flexibility and adaptability in a fast‑paced, changing environment.

Education/Experience

• Bachelor’s Degree preferred but not required.
• Bachelor’s Degree in the field of Communications or related field of study.
• Minimum five (5) years of directly related administrative or executive support experience, or an equivalent combination of education and experience.
• Experience supporting senior or executive‑level leadership in a corporate environment.

Work-from-home requirements

• Designated workspace free from noise and other distractions.
• Remote office internet connection via Internet Service Provider (ISP) or Cable Modem.
• High-speed internet access required.

Why choose a career at AIS?

Auto Insurance Specialists has been offering quality insurance products to California residents for over 55 years and since 2006 has expanded its online sales and service capabilities across all 50 states. Our team will encourage you to grow, make time to have fun, and work together to make great things happen. We embrace the strengths and values of each team member. We believe in having diverse perspectives where everyone is included, to serve customers from all walks of life.

We care about our people, and we mean it. We reward our talented professionals with a competitive salary, and a variety of benefits to help our team members reach their health, retirement, and professional goals.

AIS is an independently-operated and wholly-owned subsidiary of Mercury Casualty Company, a California corporation.  We are an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by federal, state, or local law.

Learn more about us here:  https://www.aisinsurance.com/jobs

What We Offer

• Competitive compensation
• Paid time off (vacation time, sick time, paid Company holidays, volunteer hours)
• Incentive bonus programs (potential for holiday bonus, referral bonus, and performance-based bonus)
• Medical, dental, vision, life, and pet insurance
• 401 (k) retirement savings plan with company match
• Engaging work environment
• Promotional opportunities
• Education assistance
• Professional and personal development opportunities
• Company recognition program
• Health and wellbeing resources, including free mental wellbeing therapy/coaching sessions, child and eldercare resources, and more

Apply today for a career at AIS as an Executive Administrator!