Executive Assistant POST NUMBER: 482669

Executive Assistant

Location: Irvine, CA (Hybrid)
Schedule: Monday–Thursday Onsite | Friday Remote
Compensation: $40–$50/hour DOE
Employment Type: Contract

Position Overview

A growing and fast-paced organization is seeking an experienced Executive Assistant to provide high-level support to senior leadership. This role requires a proactive, resourceful professional who can anticipate needs, manage competing priorities, and serve as a trusted partner to executives.

The ideal candidate thrives in a dynamic environment, exercises sound judgment, and is comfortable supporting leaders with demanding schedules and frequent travel.

Key Responsibilities

• Provide executive-level administrative support to senior leadership
• Proactively manage complex calendars, scheduling changes, and shifting priorities
• Coordinate domestic and international travel arrangements, accommodations, and itineraries
• Organize executive meetings, off-sites, and special events
• Prepare agendas, presentations, reports, meeting materials, and correspondence
• Take and distribute meeting notes and track action items as needed
• Process expense reports and reconcile corporate credit card statements
• Manage multiple projects simultaneously while meeting deadlines
• Serve as a liaison between executives and internal/external stakeholders
• Handle confidential and sensitive information with the highest level of discretion
• Identify opportunities to streamline processes and improve efficiencies
• Provide administrative support for special projects and business initiatives

Qualifications

• 5 years of experience supporting two or more senior-level executives
• Proven experience managing complex calendars and executive schedules
• Strong background coordinating travel, meetings, and event logistics
• Experience processing expense reports and credit card reconciliations
• Exceptional organizational skills and attention to detail
• Ability to prioritize effectively in a fast-paced environment
• Self-starter with a proactive, solutions-oriented mindset
• Strong written and verbal communication skills
• High degree of professionalism, discretion, and integrity
• Ability to work independently and adapt to changing priorities

Preferred Qualifications

• Bachelor's degree preferred
• Advanced proficiency with Microsoft Outlook, Excel, PowerPoint, and Word
• Experience with Concur, TripIt, or similar travel and expense management platforms
• Experience supporting executives in a high-growth or rapidly evolving organization

What We're Looking For

This opportunity is ideal for an Executive Assistant who takes ownership, anticipates needs before they arise, and enjoys being a strategic partner to leadership. Success in this role requires initiative, adaptability, and a strong ability to create structure and efficiency in a constantly evolving environment.

Apply today if you're a proactive Executive Assistant looking for your next long-term opportunity supporting executive leadership in a dynamic professional environment.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.