Executive Assistant

Job Title: Executive Assistant

Location: Lake Forest, CA

Employment Type: Full time - (4 Days onsite)

About the job

The Executive Assistant plays a critical role in providing high-level administrative and operational support to Executive Leaders. This position requires exceptional organizational skills, strong attention to detail, sound judgment, and the ability to proactively manage a wide range of executive support responsibilities in a fast-paced environment.

The Executive Assistant serves as a trusted partner to senior leadership, anticipating needs and staying one step ahead of demanding schedules. This role involves proactively managing executive priorities, coordinating high-impact meetings and events, and building strong relationships with internal and external stakeholders to ensure seamless day-to-day operations.

Responsibilities:

• Efficiently manage and prioritize calendars including scheduling meetings and appointments, assisting with travel arrangements and meeting venues. Anticipate scheduling conflicts and proactively resolve them 

• Serve as a primary point of contact for internal and external communications, screening and prioritizing emails, phone calls, and other correspondence. Draft and prepare correspondence on behalf of the VP and/or leadership team for review

• Organize and coordinate meetings, conferences, and special events, including preparing agendas, materials, and presentations. Ensure that meeting logistics are handled smoothly, including room reservations, catering, and audiovisual equipment setup. Where required, attend meetings to record minutes and key actions

• Manage and coordinate office requirements for the Lake Forest office, including management of the virtual receptionist system, collection and management of mail/deliveries, ordering supplies, managing office equipment, maintaining office facilities in a presentable manner, and coordinating maintenance requests.

• Collaborate with work experience team (facilities management)

• Assist with onboarding new staff members and provide administrative support to other departments as needed.

• Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas. Provide detailed itineraries and ensure that travel plans align with executive preferences and business objectives.

• Maintain organized and up-to-date electronic and physical filing systems for documents, reports, and records. Ensure confidentiality and accuracy in handling sensitive information.

• Track and reconcile executive expenses, including processing reimbursement requests, reviewing receipts, and maintaining expense reports. Coordinate with finance department as needed.

• Assist with special projects and initiatives as assigned by the SVP and/or Leadership Team, including research, data analysis, and presentation preparation. Collaborate with team members to ensure timely completion of projects.

Key Skills:

• Proven experience as an executive assistant or similar role, supporting SVP-Level executives or senior management

• A passion for administration and customer service

•  Exceptional attention to detail

• Advanced in Microsoft Office Suite and other productivity tools.

• Proactive nature and ability to take initiative

• Discretion and confidentiality in handling sensitive information.

• Strong organizational and multitasking abilities.

• Flexibility and adaptability to changing priorities and deadlines.

• Demonstrates strong professional and interpersonal skills, with the ability to build effective relationships and communicate confidently across all levels of the organization.