Executive Administrative Assistant

Position Summary The Executive Assistant provides high-level administrative and operational support to the CEO, ensuring efficient and productive interactions with internal and external teams. This position requires a high degree of discretion, professionalism, judgment, and organizational skill when managing confidential information and executive activities. The Executive Assistant will coordinate schedules, communications, projects, and information while helping facilitate the CEO’s priorities and initiatives. This role may also develop and implement processes to effectively manage projects, information, and people while building and maintaining positive, professional, and strategic relationships throughout the organization.

Essential Job Functions

• Provide high-level administrative support to multiple Senior Leaders, proactively managing complex calendars while understanding leadership and team priorities
• Exercise independent judgment when prioritizing competing demands, scheduling conflicts, and time-sensitive requests with minimal direction.
• Anticipate leadership needs and proactively address upcoming requirements related to scheduling, communication, projects, and executive support.
• Manage multiple projects and priorities simultaneously, ensuring deadlines, follow-ups, and deliverables are effectively tracked and completed.
• Support Senior Leaders and their teams with projects, initiatives, and day-to-day operational needs.
• Coordinate domestic and international travel, including flights, accommodations, passports, visas, transportation, and detailed itineraries, often with limited notice.
• Prepare and analyze reports, summaries, spreadsheets, and other materials to support departmental operations and business objectives.
• Develop, maintain, and improve reporting mechanisms and administrative processes using strong technical and analytical skills.
• Compose, edit, and proofread correspondence, reports, presentations, and other executive communications.
• Develop professional PowerPoint presentations and other presentation materials, including building presentations from the ground up and coordinating content from multiple contributors.
• Plan and execute meetings, conferences, team events, celebrations, and morale-building activities, both on-site and off-site, managing logistics and details from planning through completion.
• Coordinate management committee meetings, including scheduling, logistics, document preparation and distribution, meeting materials, and tracking action items through completion.
• Serve as a professional liaison and representative for Senior Leaders and their teams, maintaining effective relationships with internal departments, executives, employees, external stakeholders, and vendors.
• Build and maintain positive, collaborative relationships with executives, department leaders, administrative professionals, and external partners.
• Serve as an advisor and advocate for the team, providing guidance and administrative support to department members and other administrative professionals as needed.
• Collaborate across the organization to ensure effective communication, coordination, and follow-through on departmental and enterprise-wide initiatives.
• Manage relationships with external vendors, coordinating services, resolving issues, and ensuring needs are addressed effectively.
• Perform general administrative responsibilities, including screening and directing calls, processing expense reports and budgets, routing contracts and invoices, maintaining files, and managing correspondence.
• Perform other duties, special projects, and assignments as required.

Qualifications Education:

• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred; equivalent education and experience may be considered.

Experience

• 6+ years of experience as an Executive Assistant supporting multiple Senior Executives or in a comparable high-level administrative role.
• Strong proficiency in Microsoft Office, including Teams, Word, Excel, PowerPoint, and Outlook. Licenses/Certifications (if applicable):
• Valid California driver’s license required.

Skills

• In-depth knowledge of employee benefits programs and regulatory compliance
• Intelligent, ambitious, and solution-oriented
• Professional, confident, and approachable
• Trustworthy, discreet, and dependable
• Strong business judgment and decision-making
• Self-motiv…