Executive Assistant

Executive Assistant

Irvine, California, United States

The Executive Assistant supports our Chief Human Resources Officer (CHRO) and General Counsel (GC), who lead the HR, Facilities, Legal, Compliance, and Innovation Labs functions. This role is a trusted administrative and operational partner responsible for optimizing executive effectiveness, operational rhythm, and cross-functional coordination, while handling highly sensitive and confidential matters with excellent judgment and discretion.

This is a high-impact position that goes beyond calendar management and core administrative support. The Executive Assistant will proactively manage executive time, drive team cadence, and ensure consistent follow-through on key priorities. It requires strong judgment, discretion, and the ability to navigate complex priorities and sensitive matters. The role is well-suited for a proactive, highly detail-oriented professional who thrives in a fast-moving environment, anticipates needs, and brings a strong in-office presence to support executive leadership and cross-functional teams.

Let's talk about some of the key responsibilities of the role:

• Serve as a primary administrative partner to the CHRO and General Counsel, helping ensure their time, priorities, and commitments are aligned to the most important business and organizational needs
• Proactively manage complex and dynamic calendars, prioritizing competing demands and protecting strategic focus time
• Coordinate logistics for meetings, events, and offsites, including scheduling, room setup, communications, materials, and catering, while optimizing cost, quality, and ensuring compliance with corporate and healthcare standards
• Own leadership team cadence, including agenda development, pre-read coordination, note-taking, and driving action tracking, ensuring follow-through, accountability and progress across stakeholders
• Prepare, edit, and proofread high-quality, executive-ready materials including presentations, reports, and communications
• Coordinate and confirm travel arrangements and adjust plans as needed
• Manage highly confidential materials and records across HR, Legal, and Compliance, including employee matters, legal documentation, and leadership communications, and relevant mail and packages
• Complete expense reports accurately and on time, and support tracking of departmental administrative needs and budgeting
• Lead or support special projects and process improvements
• Partner effectively with other Executive Assistants and internal stakeholders to ensure seamless coordination and a high level of service across executive activities

Factors for success:

• 58 years of experience supporting senior executives in fast-paced or highly regulated environments; Bachelor's degree preferred or equivalent experience
• Proven success as a high-performing Executive Assistant, with the ability to strategically manage executive time, prioritize competing demands, and align schedules to key business objectives
• Highly proactive and resourceful, with the ability to anticipate needs, identify gaps, and drive solutions with minimal direction
• Strong organizational and prioritization skills, with the ability to manage multiple priorities, adapt quickly, and consistently meet deadlines
• Meticulous attention to detail, with the ability to produce accurate, polished, and executive-ready work under tight timelines
• Excellent written and verbal communication skills, including preparation of executive-level materials, presentations, and meeting documentation
• Demonstrated ability to manage complex leadership team cadences, including meeting planning, materials coordination, and follow-through on key actions
• Operational mindset, with the ability to create and improve systems, processes, and workflows that enhance efficiency and team effectiveness, including appropriate and innovative use of AI tools
• Advanced proficiency in Microsoft Office Suite, enterprise collaboration tools such as Zoom and Smartsheet, and digital productivity tools such as Concur and AI technology
• Comfortable operating in ambiguous, fast-changing environments, particularly when supporting sensitive HR, legal, or compliance matters
• Executive presence and professionalism, with the ability to confidently engage senior leaders and build trust across all levels of the organization
• Consistent in-office presence required to support executive leadership and team operations
• Notary Public certification is a plus

Leadership competencies:

• Decision Making Demonstrates strong judgment in managing competing priorities, making sound decisions related to scheduling, logistics, and executive needs, and appropriately escalating complex or sensitive issues
• Collaboration and Teamwork Builds strong, trust-based relationships across functions and with other Executive Assistants to ensure seamless coordination and consistent executive support
• Outcome Driven Highly reliable and execution-focused, with a track record of delivering high-quality work, ensuring follow-through on commitments, and keeping executives and teams on track

A few other details worth mentioning:

• This role supports the CHRO and General Counsel and is expected to work closely with leaders and teams across HR, Facilities, Legal, Compliance, and Innovation Labs
• The position will be based in our beautiful Irvine office, complete with onsite gym, pool, snacks, drinks, and occasional catered meals. The position requires consistent onsite presence to support in-person meetings and executive operations
• Some schedule flexibility may be required during high-intensity periods, leadership events, department planning cycles, or other sensitive business moments
• We are passionate about our culture! Our Tarsans live our values of commitment to patients, empowerment to champion innovation, and teamwork to amplify impact!
• Some travel may be required up to 10%

At Tarsus, we understand the importance of attracting and retaining top talent. The expected base pay range for this position is $90,700 - $127,100 plus bonus, stock equity, and comprehensive benefits. The base pay range reflects the target range for this position, but individual pay will be determined by additional factors such as job-related skills, experience and relevant education or training. Our benefits include health, dental and vision insurance benefits to ensure your well-being. We believe in work-life balance and offer generous paid time off, including vacation, holidays, and personal days.