Executive Admin Assistant

Executive Administrative Assistant

Location: Norwalk, CA (Hybrid) Schedule: Full-Time | 3 Days In Office / 2 Days Remote Compensation: $75,000$95,000 annually Employment Type: Contract-to-Hire Preferred (Direct Hire Considered)

Position Overview

A growing, fast-paced organization is seeking an experienced Executive Administrative Assistant to serve as a trusted partner to the President and Executive Leadership Team. This is a high-impact position for someone who thrives in a dynamic environment, anticipates needs before they arise, and enjoys solving problems independently.

The ideal candidate is highly organized, tech-savvy, and proactive with exceptional judgment, professionalism, and discretion. This is not a traditional administrative rolethe Executive Administrative Assistant serves as an extension of executive leadership and acts as the primary point of contact for internal and external communications.

This position primarily supports the President while providing occasional backup support to other executive leaders as needed.

Key Responsibilities

• Provide high-level administrative support to the President and Executive Leadership Team.
• Manage complex calendars, prioritize meetings, and resolve scheduling conflicts.
• Coordinate domestic and international travel, including flights, hotels, transportation, and detailed itineraries.
• Prepare executives for meetings by organizing agendas, presentation materials, briefing documents, and follow-up action items.
• Review, proofread, and format presentations, reports, and executive communications.
• Manage executive expense reports and administrative documentation.
• Act as the first point of contact for executive communications, responding appropriately and exercising sound judgment when prioritizing requests.
• Track projects, deadlines, and follow-up items to ensure timely completion.
• Coordinate leadership meetings, special projects, and executive events.
• Collaborate across departments to support strategic initiatives and executive priorities.
• Anticipate executive needs and proactively resolve issues before they become problems.
• Handle confidential and sensitive information with the highest level of discretion.
• Assist with additional administrative and operational projects as assigned.

Qualifications

• 10+ years of experience supporting a President, CEO, or senior executive leadership team.
• Experience working in a fast-paced, high-volume environment with changing priorities.
• Previous experience in a legal or paralegal office is highly preferred.
• Strong technology skills with the ability to quickly learn and leverage AI tools to improve efficiency.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience reviewing executive presentations and presentation materials.
• Exceptional organizational, multitasking, and time management skills.
• Excellent written and verbal communication abilities.
• Ability to work independently with minimal direction while maintaining a high level of professionalism.
• Proven ability to build trust and develop strong working relationships with executive leadership.
• Positive, solutions-oriented mindset with a proactive approach to problem-solving.

Physical Requirements

• Ability to work a minimum of 40 hours per week, with additional hours as needed.
• Ability to lift up to 20 pounds occasionally.
• Ability to sit for extended periods and perform repetitive computer work.
• Occasional travel may be required.

Additional Information

• Hybrid schedule with three in-office days and two remote days each week.
• Full benefits after probationary period.
• Candidates may choose which in-office days work best with their schedule.
• Background check required.
• Streamlined interview process consisting of an initial phone interview followed by a virtual interview with executive leadership.