Executive Assistant / Office Manager - 21438

Job Description

Job Description

Executive Assistant / Office Manager - TalentZök

OVERVIEW

Are you looking for a new career opportunity with an exciting company?! Then we've got the right team for you! In this role, you're responsible for the duties listed below.

 

Immediate opening for an Executive Assistant / Office Manager in Irvine, CA who possesses:

• 2+ years of Executive Assistant, Office Manager, or related administrative experience
• Bachelor's degree required
• Prior experience directly supporting executives, including Presidents, CEOs, or senior leadership teams
• Strong organizational skills with exceptional attention to detail
• Proactive, service-oriented mindset with the ability to anticipate the needs of executives and the office

FULL DESCRIPTION: We are seeking a polished, reliable, and highly organized Executive Assistant / Office Manager to provide direct support to senior leadership while ensuring the office runs smoothly day to day. This role combines executive-level administrative support with hands-on office management and is ideal for someone who enjoys wearing many hats, anticipates needs before they arise, and takes pride in creating an organized, welcoming, and well-run workplace. The ideal candidate will be proactive, detail-oriented, professional, and comfortable supporting executives while also handling the small but important details that keep an office operating efficiently.

 

The selected candidate will be responsible for:

• Providing direct administrative support to the President, CEO, and other members of the executive team
• Managing complex and dynamic executive calendars
• Coordinating internal and external meetings and prioritizing scheduling needs
• Coordinating domestic and occasional international travel arrangements
• Booking flights, hotels, rental cars, transportation, and detailed travel itineraries
• Preparing and processing executive expense reports accurately and on time
• Maintaining and organizing budget binders and related documentation
• Preparing meeting agendas, materials, presentations, and follow-up items
• Handling confidential and sensitive information with discretion
• Providing general executive-level administrative support as needed
• Serving as a dependable point of contact for executives, employees, clients, and guests
• Answering and directing incoming phone calls professionally as needed
• Maintaining a well-stocked and organized office
• Monitoring office, kitchen, and breakroom supplies and replenishing items proactively
• Ensuring shared office spaces remain tidy, organized, and presentable
• Coordinating office lunches, catering, birthdays, celebrations, and team events
• Handling incoming and outgoing mail and deliveries
• Serving as the primary contact for vendors, building management, and service providers
• Troubleshooting minor office equipment issues and coordinating repairs or service when necessary
• Ensuring copiers, printers, and other shared office equipment remain stocked and operational
• Anticipating office needs and addressing small issues before they become larger problems
• Supporting special projects and administrative initiatives as needed
• Performing other duties as assigned

 

The selected candidate will also possess:

• 2 to 5 years of Executive Assistant, Office Manager, or related administrative experience required
• Bachelor's degree required
• Prior experience supporting senior executives required
• Experience supporting a President, CEO, or executive leadership team strongly preferred
• Executive calendar management experience required
• Travel coordination experience required
• Experience arranging flights, lodging, transportation, and detailed itineraries preferred
• Expense report processing experience preferred
• Experience preparing and maintaining organized budget books, binders, or similar documentation preferred
• Experience coordinating office events, lunches, celebrations, or meetings preferred
• Strong verbal and written communication skills required
• Exceptional organizational skills required
• Excellent attention to detail required
• Ability to manage multiple tasks, priorities, and deadlines simultaneously
• Professional presence and ability to interact confidently with executives, clients, vendors, and guests
• Highly reliable, proactive, and service-oriented work style
• Ability to anticipate needs and take initiative without waiting for direction
• Strong judgment and discretion when handling confidential information
• Tech-savvy with the ability to learn new systems and troubleshoot minor office technology issues
• Ability to work collaboratively within a close-knit, team-oriented office
• Ability to adapt to changing priorities and a variety of responsibilities
• Ability to work onsite in Irvine, CA
• Ability to work Monday through Friday from approximately 8:30 AM to 5:30 PM
• No sponsorship available

 

Physical Requirements:

• Ability to sit and work at a computer for extended periods while managing calendars, travel, correspondence, expenses, documents, and administrative tasks
• Ability to communicate by phone, email, video meeting, and in person throughout the workday
• Ability to use hands and fingers for typing, filing, document preparation, office equipment, and standard administrative tasks
• Ability to review calendars, spreadsheets, reports, presentations, correspondence, and computer screens for extended periods
• Ability to frequently stand and walk throughout the office while supporting employees, executives, vendors, meetings, and office operations
• Ability to occasionally bend, reach, stoop, and move office supplies, files, catering items, or equipment as needed
• Ability to occasionally lift and carry standard office supplies, packages, files, and event materials
• Ability to maintain professionalism, organization, confidentiality, and attention to detail while managing multiple competing priorities

 

Salary Range: $70,000 to $77,000/year
More information can be found at

\nCompany Description

TalentZok was founded in 2008 and has been repeatedly recognized as one of San Diego County's fastest growing businesses. In 2025, we were named Business Journal's 'Best Places to Work'. Even as our competitors are scaling back and laying off staff, Simply Biotech is expanding to new markets and hiring additional staff in existing offices.

Company Description

TalentZok was founded in 2008 and has been repeatedly recognized as one of San Diego County's fastest growing businesses. In 2025, we were named Business Journal's 'Best Places to Work'. Even as our competitors are scaling back and laying off staff, Simply Biotech is expanding to new markets and hiring additional staff in existing offices.