Executive Administrative Assistant

Job Summary

IN OFFICE position - IRVINE, CA

We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team! In this vital role, you will serve as the backbone of our executive office, providing comprehensive administrative support to ensure smooth daily operations. Your energetic approach and exceptional organizational skills will help manage calendars, coordinate meetings, handle correspondence, and streamline office functions. This individual works with key business leaders & executives to help organize office operations and procedures, plans various meetings and events.

Responsibilities

• Manage complex calendars, schedule appointments, and coordinate meetings for executives with precision and efficiency.
• Perform small and large scale event planning including scheduling of conference room
• Prepare, proofread, and organize correspondence, reports, and presentations using Microsoft Office and Google Workspace tools, Power Point, Excel, SAP, Adobe Illustrator
• Greet visitors at the front desk warmly, directing them appropriately while maintaining a professional front desk presence.
• Support office management tasks such as ordering supplies, coordinating maintenance requests, and overseeing general administrative duties.
• Provide personal assistance to executives including calendar management, travel arrangements, and task prioritization, including company vehicle rentals
• Provide administrative support for purchase card processes, catering, office supplies, travel, expense reporting, company display updates and meetings

Requirements

• Proven experience in office management or administrative roles with clerical experience in a professional setting.
• Strong computer literacy including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and data entry skills.
• Excellent organizational skills with the ability to multitask effectively in a fast-paced environment.
• Exceptional phone etiquette skills with experience handling multi-line phone systems and providing superior customer service.
• Ability to manage time efficiently while handling multiple priorities simultaneously.
• Personal assistant or executive support experience is a plus for understanding high-level administrative needs.
• Strong ability to think ahead and anticipate needs for upcoming situations

Pay: $85,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Experience:

• Executive Assistant: 3 years (Required)
• Aerospace Industry: 1 year (Preferred)
• Microsoft office: 2 years (Required)
• Excel: 2 years (Required)

Work Location: In person