Executive Assistant

Job Description

Job Title: Executive Assistant

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

Employment Type: Direct Hire

Salary: $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

• 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

• 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

• 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

• 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

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

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

• 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

• 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