Executive Assistant

Executive Assistant Location: Lake Forest, CA Employment Type: Full time (4 Days onsite) Salary Range: $77,600.00 - $129,400.00 About the position 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. Responsibilities Efficiently manage and prioritize calendars, including scheduling meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them. Serve as the 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; prepare agendas, materials, and presentations. Ensure meeting logistics are handled smoothly, including room reservations, catering, and audiovisual equipment setup. Attend meetings as needed to record minutes and key actions. Manage and coordinate office requirements for the Lake Forest office: virtual receptionist system, mail/deliveries, supplies, office equipment, facilities, and 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; provide detailed itineraries aligned with executive preferences. Maintain organized and up-to-date electronic and physical filing systems for documents, reports, and records. 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, 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. Strong customer service orientation. Exceptional attention to detail. Advanced proficiency in Microsoft Office Suite and other productivity tools. Proactive nature and initiative. Discretion and confidentiality. Strong organizational and multitasking abilities. Flexibility and adaptability to changing priorities. Strong professional and interpersonal skills, and ability to build effective relationships across all levels. Benefits Flex work hours. 20 days PTO rising to 25 with service. Three paid volunteering days. Primary and secondary parental leave. Well‑being support. Medical, dental, vision, and 401(k). Equal Opportunity AVEVA is an Equal Opportunity Employer. We are committed to creating an inclusive workplace environment where all employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business. All applicants for employment are considered without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected class. AVEVA provides reasonable accommodation to applicants with disabilities. #J-18808-Ljbffr