Executive Assistant

Executive Assistant V

Location - San Diego, CA – Hybrid

This role requires the employee to work 3 full days per week in the San Diego office.

Role Type

Contract – 18 months

Monday–Friday, approximately 8:00 AM–5:00 PM

About Our Client

Our client is a leading financial technology and software company that has been helping individuals and businesses manage their finances and grow their businesses for decades. The company develops technology-driven products and services used by millions of customers, with a strong focus on innovation, customer-centric solutions, and making complex financial tasks easier. This role will support a large Commercialization organization within marketing environment and will work alongside senior leaders, cross-functional teams, and external partners in a fast-paced corporate setting.

Job Description

We are seeking an experienced Executive Assistant V to provide high-level administrative and organizational support to 3–4 Directors , with the potential to support a VP and multiple Directors. This position will play a critical role in keeping senior leaders organized, ensuring complex schedules run smoothly, and helping the organization operate efficiently. The ideal candidate will be highly proactive, detail-oriented, adaptable, and comfortable managing competing priorities in a fast-paced environment.

A major focus of the role will be complex calendar management, executive support, event and offsite planning, travel coordination, and expense management. The successful candidate will serve as a trusted partner to senior leaders, anticipating needs, identifying potential issues before they arise, and using sound judgment to prioritize requests. The role will collaborate closely with other Executive Assistants, EABPs, internal stakeholders, external agencies, and senior leaders across the organization.

Duties and Responsibilities

• Manage complex and heavily booked calendars for 3–4 senior leaders, including Directors and potentially a VP.
• Coordinate meetings with internal stakeholders, external partners, agencies, and senior executives.
• Resolve scheduling conflicts and prioritize meetings based on business needs and executive priorities.
• Proactively identify scheduling needs, preparation requirements, and potential calendar conflicts.
• Communicate and coordinate effectively with other Executive Assistants and EABPs to find creative scheduling solutions.
• Anticipate executive needs and provide proactive support without requiring frequent follow-up or direction.
• Plan and coordinate team events, offsites, internal meetings, external meetings, and agency events.
• Coordinate event logistics including venues, vendors, food and beverage, team-building activities, AV, facilities, agendas, branding, and décor.
• Coordinate domestic and international executive travel and ensure logistics are organized and seamless.
• Manage expense reports through Concur while ensuring deadlines and company policies are followed.
• Maintain confidentiality and exercise sound judgment when handling sensitive executive and business information.
• Build strong working relationships with executives, internal teams, external partners, and fellow administrative professionals.
• Adapt communication and support style to accommodate different executive personalities and working preferences.
• Balance high-level executive partnership and problem-solving with routine administrative responsibilities.
• Embrace new technologies and demonstrate openness to incorporating AI into daily workflows.

Required Experience/Skills

• Approximately 5+ years of Executive Assistant or comparable administrative support experience .
• Proven experience supporting multiple executives simultaneously.
• Experience managing complex, heavily booked executive calendars.
• Strong ability to prioritize competing requests and make independent scheduling decisions.
• Experience coordinating meetings with senior executives and multiple stakeholders.
• Strong event, meeting, or offsite planning experience.
• Experience coordinating executive travel, including international travel.
• Experience managing expense reports and familiarity with expense-management processes.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to anticipate needs and proactively identify and resolve issues.
• Comfortable working i…