Executive Administrative Assistant

Executive Administrative Assistant (CEO & COO)

Location: El Segundo, CA
Employment Type: Full‑time, W‑2

About Aeon Nexus

Aeon Nexus builds JusticeNexus, an enterprise legal case management platform on the Microsoft Power Platform. We serve justice and public‑safety agencies across federal, state, and local government, partnering closely with Microsoft and public‑sector stakeholders.

We operate from offices in Albany, NY and El Segundo, CA and employ U.S.-based, full‑time W‑2 employees only—no contractors—to ensure security, continuity, and quality.

The Role

As Executive Administrative Assistant to the CEO & COO, you are a trusted partner to the executive office. You keep leadership focused, organized, and effective by managing calendars, communications, logistics, and executive workflows with precision and discretion.

You will serve as the connective tissue between executives and internal teams, customers, partners, and government stakeholders—anticipating needs, protecting executive time, and ensuring the day‑to‑day operating rhythm runs smoothly.

This role is ideal for someone who thrives in fast‑moving, high‑trust environments, brings order to complexity, and communicates with professionalism and confidence.

What You’ll Do

1) Executive Support & Calendar Management

• Manage complex calendars for the CEO and COO, including internal meetings, customer engagements, partner sessions, and board‑related activities.
• Prioritize scheduling requests, anticipate conflicts, and ensure executives are prepared and briefed for every engagement.
• Coordinate travel arrangements, itineraries, and expense documentation.

2) Executive Office Operations

• Serve as the primary administrative point of contact for the executive office.
• Track action items, follow‑ups, and commitments coming out of executive meetings.
• Maintain executive files, records, and artifacts with strict attention to confidentiality and document control.

3) Communications & Coordination

• Draft, proofread, and format executive communications, including emails, memos, agendas, and meeting materials.
• Coordinate with internal teams to gather inputs, status updates, and briefing materials.
• Interface professionally with customers, Microsoft partners, vendors, and public‑sector stakeholders.

4) Meetings, Events & Logistics

• Prepare agendas, materials, and logistics for executive meetings, reviews, and offsites.
• Support board, partner, and customer meetings by coordinating schedules, materials, and follow‑ups.
• Assist with planning conferences, travel‑heavy weeks, and on‑site executive engagements.

5) Office Supplies, Pantry & Workplace Logistics

• Manage ordering, replenishment, and delivery of office supplies, pantry items, and executive‑office needs.
• Coordinate with vendors and internal teams on deliveries, access, and issue resolution.
• Anticipate upcoming needs based on headcount changes, travel, meetings, and on‑site events.
• Ensure purchases align with company policies, budgets, and approval processes.

6) Process, Tools & Enablement

• Use Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) to organize information and streamline executive workflows.
• Maintain SharePoint folders and document repositories as systems of record for the executive office.
• Help standardize templates and administrative processes to improve efficiency and consistency.

What You’ve Done

Required Qualifications

• Experience supporting senior executives (CEO, COO, President, or equivalent), preferably in software, SaaS, professional services, or regulated environments.
• Proven ability to manage complex calendars, shifting priorities, and sensitive information with discretion.
• Strong proficiency with Microsoft 365 tools (Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
• Exceptional written and verbal communication skills.
• High attention to detail, sound judgment, and a proactive, problem‑solving mindset.

Nice to Have

• Experience supporting executives in government, public‑sector, or compliance‑heavy organizations.
• Familiarity with Azure DevOps, Power BI, or structured status reporting (helpful but not required).
• Experience coordinating executive travel, events, or board‑level meetings.

Tools You’ll Use

• Outlook & Teams for executive scheduling and communications
• SharePoint & OneDrive for document control and executive artifacts
• Microsoft Word, Excel, PowerPoint for materials and communications

What We Offer

• Competitive salary
• Performance bonuses
• Medical, dental, and vision healthcare
• Unlimited paid vacation
• Disability and family leave insurance
• Continuing education and Microsoft certification support
• 401(k) plan with company match
• Clear professional growth paths

Equal Opportunity

Aeon Nexus is an equal opportunity employer. We celebrate diversity and are committed to a workplace where everyone belongs and thrives, consistent with our hiring policies.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Application Question(s):

• Please explain why you would like to work for Aeon Nexus and how your skills and experience would benefit our organization.

Education:

• Associate (Required)

Experience:

• Events management: 1 year (Preferred)

Ability to Commute:

• El Segundo, CA 90245 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person