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executive administrative assistant Jobs in Irvine

executive administrative assistant

executive assistant

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personal assistant

Troutman Firm

Responsibilities: -Taking care of an extremely busy lawyer. Travelling to meet clients and prospects. Anything and everything needed to support a law practice.Skills: - Excellent organizational and time management skills - Strong attention to detail and accuracy - Fantastic communication abilities. - Poise and professional appearance - Customer service-oriented mindsetJob Type: Full-timePay: $29.50 - $34.50 per hourBenefits:<ul><li>401(k)</li><li>Paid time off</li><li>Vision insurance</li></ul>Ability to Commute:<ul><li>Irvine, CA 92618 (Preferred)</li></ul>Ability to Relocate:<ul><li>Irvine, CA 92618: Relocate before starting work (Preferred)</li></ul>Work Location: In person

Personal Assistant

Dragonfly Global

Job SummaryIN OFFICE position - IRVINE, CAWe 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 &amp; executives to help organize office operations and procedures, plans various meetings and events.Responsibilities<ul><li>Manage complex calendars, schedule appointments, and coordinate meetings for executives with precision and efficiency.</li><li>Perform small and large scale event planning including scheduling of conference room</li><li>Prepare, proofread, and organize correspondence, reports, and presentations using Microsoft Office and Google Workspace tools, Power Point, Excel, SAP, Adobe Illustrator</li><li>Greet visitors at the front desk warmly, directing them appropriately while maintaining a professional front desk presence.</li><li>Support office management tasks such as ordering supplies, coordinating maintenance requests, and overseeing general administrative duties.</li><li>Provide personal assistance to executives including calendar management, travel arrangements, and task prioritization, including company vehicle rentals</li><li>Provide administrative support for purchase card processes, catering, office supplies, travel, expense reporting, company display updates and meetings</li></ul>Requirements<ul><li>Proven experience in office management or administrative roles with clerical experience in a professional setting.</li><li>Strong computer literacy including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and data entry skills.</li><li>Excellent organizational skills with the ability to multitask effectively in a fast-paced environment.</li><li>Exceptional phone etiquette skills with experience handling multi-line phone systems and providing superior customer service.</li><li>Ability to manage time efficiently while handling multiple priorities simultaneously.</li><li>Personal assistant or executive support experience is a plus for understanding high-level administrative needs.</li><li>Strong ability to think ahead and anticipate needs for upcoming situations</li></ul>Pay: $85,000.00 - $100,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Vision insurance</li></ul>Experience:<ul><li>Executive Assistant: 3 years (Required)</li><li>Aerospace Industry: 1 year (Preferred)</li><li>Microsoft office: 2 years (Required)</li><li>Excel: 2 years (Required)</li></ul>Work Location: In person

Executive Administrative Assistant

Professional Diversified Flooring, Inc.

<div>
 
 
 COMPANY PROFILE - ABOUT US
 
 
 
 
 
 
 
 Professional Diversified Flooring, established in 1981, is a leading provider of commercial flooring solutions.&nbsp; With a workforce exceeding 70 office employees and over 300 field labor, the company specializes in comprehensive flooring services for commercial spaces throughout Los Angeles, Orange County, San Diego,
 
 
 Las Vegas, Phoenix, and surrounding areas
 
 
 . Leveraging proprietary technology and a distinctive project management methodology, Professional Diversified Flooring ensures meticulous attention to detail in every undertaking. Our portfolio encompasses a wide range of projects, from corporate offices to casinos and from healthcare to hospitality,&nbsp; positioning us not merely as flooring specialists, but as strategic partners in design and construction adding maximum value to our clients and their clients.
 
 
 
 
 
 
 
 ASSISTANT PROJECT MANAGER
 
 
 
 
 
 
 
 We are looking for motivated and highly-detailed individuals to join our rapidly growing Project Management team in the Los Angeles market. This position will report to a Project Manager, Senior Project Manager, or Project Executive, and will provide critical, end-to-end support to the Project Manager's assigned portfolio. The Assistant Project Manager will gain foundational experience in all facets of the construction project lifecycle while developing the skills necessary for independent project management. Candidates must be eager to learn the commercial construction industry, be tech savvy, possess excellent written &amp; verbal communication skills, and be highly detail oriented.
 
 
 
 
 
 
 
 JOB DESCRIPTION
 
 
 
 
 
 
 
 The Assistant Project Manager provides essential support to the Project Manager, aiding in the successful oversight of the construction journey. This role is focused on the meticulous
 
 
 documentation, coordination, and administrative support
 
 
 necessary to ensure efficient project planning and delivery. A critical aspect of this role involves assisting with financial tracking to ensure the project budget remains aligned with proposed costs and supporting the timely and successful completion of our scope.
 
 
 
 
 
 
 
 &nbsp;&nbsp;
 
 
 
 
 
 The daily operational scope of the Assistant Project Manager is supportive and detail-oriented. Key activities include, but are not limited to:
 
 
 
 
 
 
 <ul>
 <li>
 
 Business Development Support:
 
 
 Assisting the Project Manager in leveraging existing client and supplier networks, as well as cultivating new business relationships.
 
 </li>
 <li>
 
 Customer and Internal Coordination:
 
 
 Serving as a key internal and external point of contact, coordinating project details, schedule updates, and communication flow between the Project Manager, clients, field crews, and internal support staff (Estimating, Purchasing, Billing).
 
 </li>
 <li>
 
 Submittal Package Management:
 
 
 Taking the lead on coordinating and preparing comprehensive submittal packages (physical and digital) for customer review and approval, and diligently tracking their status.
 
 </li>
 <li>
 
 Schedule and Document Control:
 
 
 Diligently tracking project timelines against established milestones, managing material logistics and lead time documentation, and maintaining organized project files in the proprietary operating system.
 
 </li>
 <li>
 
 On-site Support and Documentation:
 
 
 Assisting the Project Manager during job site visits to confirm conditions, assess installation progress, and meticulously document potential site issues or change order opportunities.
 
 </li>
 <li>
 
 Labor Coordination:
 
 
 Assisting the Project Manager with communication to labor crews to help efficiently schedule installation tasks and optimize workforce allocation.
 
 </li>
 <li>
 
 Project Close-out:
 
 
 Providing comprehensive assistance during the project close-out phase, including managing punch lists, coordinating final documentation, and ensuring timely financial closeout.
 
 </li>
 </ul>
 
 
 
 
 
 MINIMUM REQUIREMENTS:
 
 
 <ul>
 <li>
 
 A winning / growth mindset, and &ldquo;can-do&rdquo; attitude.
 
 </li>
 <li>
 
 A bias for action and an ability to effectively manage complexity and detail-oriented tasks in a high stress industry (Construction).
 
 </li>
 <li>
 
 A bachelor's degree in Construction Management or related field, or a minimum of
 
 
 1 year of work experience providing administrative or project coordination support
 
 
 within the construction industry.
 
 </li>
 <li>
 
 A
 
 
 foundation
 
 
 in reading construction plans / blueprints, details, and specifications.
 
 </li>
 <li>
 
 Tech savvy, and highly proficient in email/written, and verbal communication.
 
 </li>
 <li>
 
 Proven ability to manage multiple tasks/activities in a dynamic fast pace environment.
 
 </li>
 <li>
 
 Superior organization, and time-management skills.
 
 </li>
 <li>
 
 Strong interpersonal skills and ability to work with cross-functional teams on multiple levels.
 
 </li>
 <li>
 
 Valid drivers license and reliable vehicle for travel to job sites (typically +/- 30 miles max).
 
 </li>
 <li>
 
 Must be in office - this is NOT a remote work position. This is due to our highly collaborative championship culture, which cannot be built working from home. Candidates must work out of the office with the exception of site visits and relationship development activities.
 
 </li>
 <li>
 
 Candidates must be available to work for a minimum of 40 hours per week during prime business hours.
 
 </li>
 <li>
 
 Ability to lift 50lbs
 
 </li>
 </ul>
 
 
 
 
 
 TO APPLY:
 
 
 
 
 InMail Sales Director, Robb-Davon Butler on LinkedIn, or via email at
 
 rdb@pdfinc.net
 
 . Include your resume and a short 5-6 sentence summary about how/why you believe you meet our requirements, and your interests in the role.&nbsp; Candidates who do not follow these instructions above will not be considered.
 
 
 
 
 
 
 
 COMPENSATION INCLUDES GREAT BENEFITS PLUS PERFORMANCE BONUS AND SALARY COMPONENTS RANGING BETWEEN $60,000 - $90,000+ IN THE FIRST YEAR DEPENDING ON PERFORMANCE.&nbsp;
 
 
 
 
 
 
 
 COMPENSATION WEIGHTED TOWARDS PERFORMANCE ENSURING HIGH ACHIEVERS ARE PAID AT THE TOP END OF THE MARKET.
 
 
 
 
 
 
 
 
</div>

Assistant Project Manager

Wong & Associates, Lawyers, P.C.

Marketing Assistant / Social Media Content CreatorA law firm is seeking a part-time Marketing Assistant / Social Media Content Creator to assist with the firm&rsquo;s marketing, video content, social media, and website updates.Job Duties:The candidate will assist the law firm with regular marketing and promotional tasks, including filming short videos, editing video content, preparing social media posts, updating the firm&rsquo;s website, and assisting with online marketing materials. The candidate will also help maintain the firm&rsquo;s online presence by organizing content, posting updates, and supporting other marketing-related projects as needed.Responsibilities include:<ul><li>Assist with filming short promotional and informational videos for the law firm;</li><li>Edit videos for use on social media platforms and the firm&rsquo;s website;</li><li>Create and prepare social media content, captions, and basic graphics;</li><li>Update the firm&rsquo;s website with new content, announcements, and marketing materials;</li><li>Assist with general marketing, branding, and online promotion projects;</li><li>Coordinate with attorneys and staff to prepare suitable content for publication.</li></ul>Requirements:<ul><li>Experience with video filming and editing preferred;</li><li>Familiarity with social media platforms, including Instagram, Facebook, YouTube, TikTok, LinkedIn, or similar platforms;</li><li>Knowledge of website updates or content management systems preferred;</li><li>Fluency in Chinese required, including Mandarin and/or Cantonese;</li><li>Strong attention to detail and good communication skills;</li><li>Ability to work independently and complete assignments on time;</li><li>Interest in legal services, immigration law, or professional service marketing is a plus.</li></ul>Job Type: Full-time preferred; part-time may be considered for qualified candidates Work Location: On-site in Irvine and Diamond Bar, CA Compensation: To be discussed based on experienceTo Apply: Please submit your resume and, if available, samples of prior video editing, social media, or marketing work by email to: tony@wongandlaw.comPay: $25.00 - $30.00 per hourWork Location: Hybrid remote in Irvine, CA 92603

Marketing Assistant / Social Media Content Creator

Edwards Lifesciences

<div>Make a meaningful difference to patients around the world. Our Executive Administration team is a crucial part of Edwards. By joining this team, you&rsquo;ll support our leadership with their daily needs so they can seamlessly make decisions that impact the patients we serve. Whether you are coordinating key meetings and events, supporting the onboarding of new team members, or ensuring the teams you support have what they need to be successful, your work will be highly valued.
This Executive Assistant position offers a unique opportunity to support multiple leaders in a dynamic, engaging, and fast-paced environment. This role will directly support the VP of Technical Operations and the VP of Surgical Quality and their respective organizations. This role requires a proactive self-starter who possesses exceptional attention to detail, organization, and communication skills, both oral and written. This role may deal with confidential manners and must demonstrate a high degree of discretion and judgment.
How you&rsquo;ll make an impact:
<ul><li>Manage schedule and calendar of both leaders with attention to accuracy and detail, including keeping leaders informed of calendar changes and change requests.
</li><li>Use all computer programs relevant to the position to support projects, development of correspondence, presentations, reporting, project updates, etc.
</li><li>Ensure the preparation of information, documents, and logistics for assigned department, significant organizational group, or executive level management.
</li><li>Support onboarding of new employees including coordination of seating arrangements, IT equipment, supplier and other essentials for an effective transition.
</li><li>Proactively coordinate department meetings and ensure key action items are captured and completed.
</li><li>Facilitate interview schedules for department positions.
</li><li>Schedule all meetings and travels, domestic and international travel in compliance with existing policies and procedures to optimize use of leaders&rsquo; time and schedule. Prepare expense reports.
</li><li>Process purchase orders, invoices and monthly expense reports for staff.
</li><li>When needed, this role will assist in preparing for and executing major meetings or events (on-site and off-site).
</li><li>Perform other duties and responsibilities as assigned.
</li></ul>What you&rsquo;ll need (Required):
<ul><li>H.S. Diploma or GED plus minimum of six (6) years relative experience as an executive assistant or high level administration support within an enterprise organization required.
</li><li>On-site full-time required.
</li></ul>What else we look for (Preferred):
<ul><li>Bachelor&rsquo;s degree.
</li><li>Excellent written and verbal communications skills, including negotiating and relationship management skills.
</li><li>Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
</li><li>Advanced problem-solving skills.
</li><li>Experience in managing complex travel arrangements, in keeping with overall time commitments and in support of optimizing time management.
</li><li>Ability to manage competing priorities in a fast paced, dynamic work environment with strict attention to detail.
</li><li>Completes tasks in resourceful and effective ways.
</li><li>Ability to manage internal and external confidential information with utmost discretion.
</li><li>Works autonomously within established procedures and practices.
</li><li>Ability to build and maintain strong relationships across the organization to influence and achieve objectives.
</li><li>Ability to interact professionally with all organizational levels internally and externally.
</li><li>Thrives in a cross functional, collaborative culture and interacting professionally with all organizational levels.
</li><li>Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health &amp; Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control.
</li></ul>Aligning our overall business objectives with performance, we offer competitive salaries, performance-based incentives, and a wide variety of benefits programs to address the diverse individual needs of our employees and their families.
 
 
For California, the base pay range for this position is $72,000 - $98,000 (highly experienced).
 
 
The pay for the successful candidate will depend on various factors (e.g., qualifications, education, prior experience). Applications will be accepted while this position is posted on our Careers website.
E dwards is an Equal Opportunity/Affirmative Action employer including protected Veterans and individuals with disabilities.
COVID Vaccination Requirement
Edwards is committed to protecting our vulnerable patients and the healthcare providers who are treating them. As such, all patient-facing and in-hospital positions require COVID-19 vaccination. If hired into a covered role, as a condition of employment, you will be required to submit proof that you have been vaccinated for COVID-19, unless you request and are granted a medical or religious accommodation for exemption from the vaccination requirement. This vaccination requirement does not apply in locations where it is prohibited by law to impose vaccination.</div>

Executive Assistant

Morgan & Morgan, P.A.

<div>
 
 
 At Morgan &amp; Morgan, the work we do matters. For millions of Americans, we&rsquo;re their last line of defense against insurance companies, large corporations or defective goods. From attorneys in all 50 states, to client support staff, creative marketing to operations teams, every member of our firm has a key role to play in the winning fight for consumer rights. Our over 6,000 employees are all united by one mission: For the People.
 
 
 
 
 Summary
 
 
 
 We are seeking a Case Manager to join our team. As a Case Manager you must be highly organized and able to work on a varied caseload. The Case Manager will assist the attorney in developing settlements, preparing documents and correspondence as needed. The ideal candidate is customer focused and empathetic.
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Daily interaction with existing and potential clients, via telephone and in person
 </li>
 <li>
 Order medical records from providers and communicate with clients and providers during the course of treatment
 </li>
 <li>
 Obtain documents necessary to support injury and/or liability positions
 </li>
 <li>
 Interact with insurance carriers and healthcare providers to secure records and account balances
 </li>
 <li>
 Work directly with multiple coworkers involved in the management and support of case files
 </li>
 <li>
 Maintain organized case files
 </li>
 <li>
 Prepare comprehensive demands and assemble support for submission to carriers under the direct supervision of an attorney
 </li>
 <li>
 Interact with attorneys and present case synopsis when required
 </li>
 <li>
 Manage case files from intake to closing under the direction of an attorney
 </li>
 <li>
 Performs other related duties as assigned to meet the needs of the business
 </li>
 </ul>
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree (preferred)
 </li>
 <li>
 Prior experience as a Personal Injury Case Manager or Prelitigation Paralegal (strongly preferred)
 </li>
 <li>
 At least 2 years of working in a legal position or insurance adjuster experience (strongly preferred)
 </li>
 <li>
 Ability to be a team player and follow procedures
 </li>
 <li>
 Proactive interaction with clients, insurance companies and medical providers
 </li>
 <li>
 Must possess the ability to multi-task, prioritize, and manage workload with a positive attitude and minimal supervision
 </li>
 <li>
 Highly organized with the ability to juggle multiple deadlines in a fast-paced environment
 </li>
 <li>
 Strong writing and communication skills along with attention to detail
 </li>
 <li>
 Extensive computer and database expertise, Microsoft Word, Excel, Outlook, and type no less than 35 wpm
 </li>
 <li>
 
 Remote and/or hybrid not eligible
 
 </li>
 </ul>
 
 
 
 Salary Range: $73,000 USD - $90,000 USD
 
 
 
 Benefits
 
 
 
 
 Morgan &amp; Morgan is a leading personal injury law firm dedicated to protecting the people, not the powerful. This success starts with our staff.&nbsp; For full-time employees, we offer an excellent benefits package including medical and dental insurance, 401(k) plan,&nbsp; paid time off and paid holidays.
 
 
 
 
 Equal Opportunity Statement
 
 
 
 
 Morgan &amp; Morgan provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
 
 
 
 
 E-Verify
 
 
 
 
 This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the I-9 Form.&nbsp;&nbsp;&nbsp;
 
 
 
 
 Privacy Policy
 
 
 
 
 Here is a link to Morgan &amp; Morgan's privacy policy.
 
 
</div>

Case Manager

Barton Integration LLC

<div>About Us<div>
Barton Integration is a dynamic and growing company focused on delivering reliable solutions, strong service, and long-term value to our clients in the low voltage security industry. We are building a team of motivated, adaptable, and driven individuals who want more than just a paycheck&mdash;they want to grow, contribute, and be part of something bigger. People want to work at Barton Integration because we offer opportunity, responsibility, and room to advance for those willing to learn and work hard. We value positive energy, initiative, and a team-first mindset, and we believe in creating an environment where great people can develop their skills and build meaningful careers.</div><div></div><div> 
We are looking for someone who is eager to learn, takes initiative, and brings positive energy to the company each day. The right candidate will be quick-thinking, adaptable, and able to thrive in a fast-paced environment while maintaining a strong work ethic and attention to detail. This role is ideal for someone who is motivated to grow, excited to take on new challenges, and ready to contribute wherever needed. There is significant opportunity for advancement for a person who wants to build a career, develop new skills, and make their way within the company as it continues to grow.</div><div></div><div> 
Position Summary</div><div>
The Accounting Assistant is an entry-level position responsible for supporting the accounting and administrative functions of the office. This role assists with basic accounting tasks, recordkeeping, data entry, and general administrative support. The ideal candidate is organized, dependable, detail-oriented, and eager to learn accounting processes in a fast paced construction oriented environment.</div><div></div><div> 
Essential Duties and Responsibilities</div><ul><li><div>
Assist with accounts payable processing, including purchase order entry, invoice entry, job/contract costing, and reconciliation</div></li><li><div>
Assist with accounts receivable tasks such as following up with customers about payments</div></li><li><div>
Enter financial data into accounting systems accurately and timely</div></li><li><div>
Help maintain vendor files, customer records, and accounting documentation</div></li><li><div>
Review transactions for completeness and accuracy</div></li><li><div>
Assist with collecting and organizing receipts, W-9s, certificates of insurance and other supporting documents</div></li><li><div>
File city business licenses</div></li><li><div>
Respond to routine accounting-related requests from internal team members</div></li><li><div>
Provide general support to the accounting department as assigned</div></li></ul><div>
Qualifications</div><ul><li><div>
High school diploma or equivalent required</div></li><li><div>
Associate degree or coursework in accounting, business, or a related field preferred</div></li><li><div>
1-2 years experience in the accounting or administrative field</div></li><li><div>
Experience with QuickBooks, Salesforce, Slack and Google Workspace a plus</div></li><li><div>
Willingness to learn accounting systems and office procedures</div></li><li><div>
Strong attention to detail and accuracy</div></li><li><div>
Excellent organizational and time management skills</div></li><li><div>
Ability to handle confidential information appropriately</div></li><li><div>
Strong written and verbal communication skills</div></li><li><div>
Ability to work well with others and follow directions</div></li></ul><div> 
This position is remote first with occasional in office meetings in Irvine, CA.</div></div>

Accounting Assistant

Explore 32+ Personal assistant in Irvine this May. Find roles across top companies and apply now to boost your career.