Executive Administrative Assistant

Executive Administrative Assistant, C-Suite Support

World Wide Sourcing Group, Inc. | Gardena, CA | Full-time, on-site

About the role

About World Wide Sourcing Group

World Wide Sourcing Group (WWSG) is part of a team dedicated to providing dependable security services to the clients and communities we serve. Our work depends on people who take pride in being responsive, professional, and reliable. We value teamwork, accountability, and opportunities for employees to grow as our business continues to develop.

At WWSG, you’ll join a collaborative organization where your work supports both day-to-day operations and the people who keep our business moving. We offer the opportunity to contribute, build new skills, and grow your career while working with a team committed to serving clients well.

World Wide Sourcing Group, Inc. is seeking a highly organized, discreet, and proactive Executive Administrative Assistant to support the C-suite. This role combines executive-level administrative support with coordination across Legal, Risk, Accounting, and business operations.

The successful candidate will help executives stay focused on priorities by anticipating needs, managing complex schedules and travel, preparing communications and meeting materials, and following through on time-sensitive business matters. The role also supports select office operations, financial administration, recruiting coordination, and company events.

Key responsibilities

Executive and leadership support

• Provide high-level administrative support to C-suite executives.
• Manage complex calendars, appointments, meeting requests, and shifting priorities.
• Coordinate domestic and international travel, including itineraries, lodging, transportation, and expense documentation.
• Organize executive correspondence; draft, edit, and prepare professional communications.
• Prepare agendas, briefing materials, presentations, reports, and meeting documents.
• Coordinate leadership meetings, distribute materials, record decisions or action items, and follow up on assignments.
• Serve as a professional point of contact between C-suite executives, employees, clients, vendors, and external partners.
• Handle confidential business, personnel, financial, and legal information with sound judgment and discretion.

Cross-functional business coordination

• Coordinate follow-up on time-sensitive priorities with Legal, Risk, Accounting, and Operations.
• Track requests, documents, deadlines, and action items to support timely completion.
• Assist with business correspondence and documentation in coordination with executives, internal teams, and legal counsel.
• Maintain organized records and support compliance-related administrative documentation.
• Help coordinate vendor communications, office needs, and operational workflows.
• Support office setup, expansion, or other business initiatives as assigned.

Financial and administrative support

• Assist with invoice processing, expense tracking, budget documentation, and financial record organization.
• Provide bookkeeping or QuickBooks support, including organizing transactions and supporting reconciliations, as assigned.
• Compile information and documentation for periodic reports, including annual business or property tax filings.
• Maintain accurate electronic and physical files and handle data entry with a high level of accuracy.

Recruiting and people-related coordination

• Provide administrative coordination for recruiting and hiring initiatives, including interview scheduling, candidate communications, and onboarding logistics.
• Assist with candidate records, background-check coordination, and orientation scheduling as needed.
• Support recruiting workflow organization and communication across offices or teams.
• Provide coordination or administrative support for recruiter training and team initiatives when assigned.

Events and special projects

• Coordinate company meetings, employee events, and other C-suite-sponsored activities.
• Manage event logistics such as vendors, catering, guest lists, budgets, communications, and day-of coordination.
• Conduct research and gather information for executive projects, reports, and presentations.
• Take ownership of special projects and provide updates through completion.

Qualifications

• At least 3 years of experience supporting executives, senior leaders, or a business operations team.
• Experience managing complex calendars, meetings, correspondence, and travel arrangements.
• Strong written and verbal communication skills, including the ability to prepare professional executive correspondence.
• Excellent organization, attention to detail, follow-through, and judgment when managing competing deadlines.
• Ability to work independently, anticipate needs, solve problems, and handle sensitive information appropriately.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Familiarity with Google Workspace and virtual meeting tools.
• Experience with expense tracking, bookkeeping, QuickBooks, or financial documentation.
• Comfortable coordinating with multiple departments, offices, vendors, and external partners.

Preferred qualifications

• Experience supporting C-suite executives or a senior leadership team.
• Experience in a multi-office or fast-paced business environment.
• Experience with QuickBooks, invoice coordination, monthly reconciliations, or budget tracking.
• Experience supporting recruiting, onboarding, or recruiter training.
• Experience coordinating office launches, corporate events, or cross-functional projects.
• Experience working with Legal, Risk, Accounting, or compliance-related business matters.

Schedule and work environment

• Full-time, in person in Gardena, California.
• Monday through Friday, typically an eight-hour shift.
• Modern office setting with opportunities to contribute across executive and business operations.

Benefits

Benefits include:

• Medical, dental, and vision insurance
• Company contributions toward healthcare premiums
• Supplemental insurance options, including whole life insurance
• Six days (48 hours) of sick time 
• Paid holidays: New Year’s Day, Memorial Day, Independence Day, Thanksgiving Day, and Christmas Day
• 401(k) retirement plan; the company does not currently provide a match

Benefits are subject to applicable eligibility requirements and plan terms.

Physical requirements

• Ability to work in an office environment and use a computer and standard office equipment for extended periods.
• Ability to sit, stand, walk, and move around the office during the workday.
• Ability to occasionally bend, reach, and lift or carry office materials weighing up to 20 pounds.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Equal Employment Opportunity

World Wide Sourcing Group, Inc. is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

Additional information

This job description describes the general nature and level of work for the position. It is not intended to include every responsibility. Other related duties may be assigned based on business needs.