Executive Administrative Assistant

We are seeking an experienced and highly organized Executive Administrative Assistant to support the CEO/President of our client’s organization. This position will work directly with the executive and will be involved in a wide range of administrative, operational, and business-related responsibilities, including matters that require a high level of confidentiality and discretion. The Executive Administrative Assistant will help prioritize day-to-day activities, manage communications and scheduling, coordinate travel, prepare reports, and provide support across multiple business locations.

Type: Contract / Temporary

Location: Newport Beach, CA

Hours: 40 hours / week

Key Responsibilities

• Serve as a primary point of contact between the CEO/President and executives, employees, clients, vendors, and external partners.
• Manage a busy executive calendar, including scheduling appointments, meetings, and other commitments.
• Screen and direct phone calls, correspondence, and communications.
• Coordinate travel arrangements and accommodations for the CEO/President and other employees as needed.
• Prepare and assist with emails, memos, presentations, reports, and other business communications.
• Organize and maintain confidential files, records, and business information.
• Conduct research, compile information, and prepare concise summaries and findings for executive review.
• Gather business and sales information and assist with preparing reports and analysis for leadership.
• Greet and assist visitors while maintaining a professional and welcoming environment.
• Anticipate executive needs and proactively manage priorities, deadlines, and follow-up items.
• Assist with special projects and other executive-level initiatives as needed.
• Prepare and manage corporate credit card expense reports.
• Assist with general office administration, including telephone coverage, mail distribution, and coordination of messenger and delivery services.
• Handle occasional personal tasks and requests for the CEO/President as needed.
• Maintain the highest level of confidentiality and discretion when handling sensitive business and personal information.

Qualifications

• Previous experience supporting an executive, senior leader, or leadership team preferred.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Bachelor’s degree preferred.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.