Executive Assistant

Job Title

Executive Assistant

Location

Monterey, CA

Reports To

Chief of Staff

Job Overview

The Executive Assistant provides high-level administrative, operational, and strategic support to senior executives, ensuring the efficient operation of the executive office. This role is responsible for managing complex schedules, coordinating meetings and travel, handling confidential information with discretion, and serving as a key liaison between executives and internal and external stakeholders. In addition, this position oversees and coordinates the work of other Executive Assistants to ensure consistency, coverage, and high standards of executive support across the organization.

Key Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments to ensure efficient and effective use of executive time.
• Arrange and manage travel itineraries, accommodations, and transportation for executives, anticipating needs and handling logistics end to end.
• Prepare, review, and distribute correspondence, reports, presentations, and other materials on behalf of executives with a high level of accuracy and professionalism.
• Screen and prioritize incoming calls, emails, and correspondence, redirecting inquiries as appropriate and ensuring timely follow-up on action items.
• Coordinate and facilitate executive meetings, including preparing agendas, taking meeting notes, tracking action items, and ensuring follow-through.
• Serve as a trusted partner to executives by anticipating needs, proactively identifying potential issues, and providing solutions-oriented administrative support.
• Manage confidential and sensitive information with the highest level of discretion, ensuring compliance with company policies and professional standards.
• Act as a liaison between executives and internal and external stakeholders, representing the executive office in a professional and responsive manner.
• Provide leadership, coordination, and day-to-day guidance to other Executive Assistants, including assigning coverage, sharing best practices, and ensuring alignment and consistency in executive support.
• Support onboarding, training, and coordination of Executive Assistants to promote collaboration, continuity, and operational effectiveness across executive teams.
• Assist with special projects and ad-hoc initiatives as assigned, demonstrating flexibility and adaptability in a fast-paced environment.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Minimum of 3 years of experience as an Executive Assistant or senior administrative professional supporting senior leaders or C-suite executives.
• Demonstrated experience coordinating or leading the work of other administrative or Executive Assistant professionals preferred.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools.
• Exceptional organizational, time management, and prioritization skills with the ability to manage multiple competing demands.
• Strong written and verbal communication skills with a high degree of professionalism.
• Proven ability to handle confidential and sensitive information with discretion and sound judgment.
• Proactive, detail-oriented, and adaptable with a service-oriented mindset.

Key Competencies / Skills

• Executive-level administrative support
• Calendar and travel management
• Cross-functional coordination and communication
• Leadership and administrative team coordination
• Attention to detail and follow-through
• Confidentiality and professionalism
• Ability to work independently while collaborating across teams

Equal Employment Opportunity Statement

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status under applicable law. We are committed to providing reasonable accommodations for qualified individuals with disabilities throughout the hiring process.