Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Job Location: Simi Valley CA 93063

Max Pay: $40 to $50/hr. on W2 without benefits

Shift: 1st shift M-F

Job Description:

The Executive Assistant / Administrative Assistant provides high-level administrative, organizational, and operational support to division leadership and staff. This role is responsible for managing schedules, coordinating meetings and travel, preparing communications and reports, supporting division-level processes, and ensuring daily administrative activities run efficiently and professionally.

Responsibilities:

· Provide administrative support to division leadership and staff, including calendar management, meeting coordination, correspondence, and follow-up tracking.

· Schedule and coordinate meetings, including preparing agendas, materials, presentations, minutes, and action items.

· Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense reporting.

· Prepare, edit, and format documents, reports, presentations, spreadsheets, and internal communications.

· Support division events, leadership meetings, employee communications, and special projects.

· Maintain confidential files, records, organizational charts, distribution lists, and department documentation.

· Process purchase requisitions, invoices, expense reports, and other administrative transactions as required.

· Serve as a professional point of contact for internal teams, external visitors, customers, and vendors.

· Coordinate on-boarding activities, office supplies, facility requests, and general administrative needs for division staff.

· Track deadlines, project milestones, compliance items, and recurring reporting requirements.

· Identify opportunities to improve administrative processes, communication flow, and office efficiency.

· Handle sensitive and confidential information with discretion and professionalism.

Qualifications:

· Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.

· Excellent written and verbal communication skills.

· Strong organizational skills with the ability to manage multiple priorities and deadlines.

· High level of professionalism, discretion, attention to detail, and follow-through.

· Ability to work independently, anticipate needs, and proactively solve problems.

· Experience with travel booking, expense reporting, purchasing systems, or ERP tools preferred.

Education & Experience:

· High school diploma or equivalent required; associate or bachelor’s degree preferred.

· 5+ years of administrative support experience, preferably supporting senior leaders or a division-level team.

Pay: $40.00 - $50.00 per hour

Expected hours: 40.0 per week

Work Location: In person