Executive Assistant

Job Title: Executive Administrative Assistant

Location: Simi Valley California 93063

Duration: 6+ months

Shift: 1st

Pay: $45/hr to $50/hr on w2 without benefits

Position Summary:

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 onboarding 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.