Executive Assistant

Why Work For Us?

• Great Pay - opportunity to participate in AAA discretionary annual incentive plan or other incentive plans depending upon position
• 401k Matching - $1 for $1 company match up to 6% of eligible earnings per pay period
• Benefits - Medical, Dental, Vision, wellness program and more!
• Paid Holidays
• Paid Time Off - Team Members accrue paid time off monthly. Depending on position, an additional 24 hours per year are earmarked for volunteer activities.
• Collaborative Environment - AAA will value your contribution to providing exceptional service to our members
• Free AAA Classic Membership
• AAA Product Discounts
• Tuition Reimbursement Program

JOB SUMMARY

We are seeking a seasoned and strategic Executive Assistant to provide high-level administrative and operational support to an Officer-level leader. This role requires exceptional organizational acumen, judgment, and the ability to manage competing priorities with professionalism, discretion, and confidentiality. This is not a traditional assistant role, this is a trusted partner position that helps drive executive-level initiatives, ensures operational alignment, and facilitates communication across their assigned division.

As a Cross-Functional Liaison, the Executive Assistant acts as a vital bridge, collaborating across various divisions and representing the executive to facilitate internal partnerships, gather crucial insights, and ensure seamless communication and follow-through on key initiatives.

NOTE: This role is hybrid and requires 3 days a week onsite in our Walnut Creek, CA office.

RESPONSIBILITIES / JOB DUTIES

• Executive Support
  
  • Provide proactive calendar, travel, and expense management to ensure the Officer's time is optimized and priorities are protected
  • Serve as the primary point of contact between the Officer and internal/external stakeholders
  • Prepare high-quality correspondence, meeting materials, and Officer/Executive-level presentations

• Operational & Strategic Coordination
  
  • Support and coordinate division planning cycles, business reviews, and leadership team meetings
  • Monitor key initiatives, timelines, and deliverables to ensure accountability and forward momentum
  • Help prioritize and organize complex workstreams to align with enterprise goals
  • Prepares and delivers high-quality reports, presentations, and executive summaries on behalf of the executive, synthesizing complex information into clear, actionable insights for internal and external stakeholders.

• Leadership Enablement
  
  • Anticipate needs and remove obstacles to maximize the Officer's impact
  • Support internal communications and assist in drafting messages, updates, and presentations for broader audiences
  • Maintain the highest levels of confidentiality and discretion in handling sensitive information
  • Collaborate across divisions to support the Officer's internal partnerships and influence
  • Prepare the Officer for meetings and engagements by gathering insights, briefing materials, and follow-ups
  • Serve as a representative for the executive in internal meetings as needed, tracking action items and ensuring closure

• Project and Process Oversight
  
  • Partner with internal teams to manage special projects from concept through execution
  • Implement tools, templates, or processes that improve team efficiency and alignment
  • Track budgets, vendor relationships, and key operational metrics as needed

KNOWLEDGE / SKILLS / ABILITIES

• Proven ability to manage strategic and administrative functions in a high-velocity setting
• Strong organizational, project management, and problem-solving skills
• Excellent verbal and written communication skills
• High proficiency in Microsoft Office, Google Suite and collaboration tools (e.g., Google Meet , Zoom, etc)
• Ability to work independently while also thriving in a team-driven culture as part of a collaborative EA team.
• Strong business acumen, professional maturity and professional presence

What You Bring to AAA-MWG :

• A solutions-focused mindset and the ability to navigate ambiguity
• An eye for detail paired with the ability to see the bigger picture
• A genuine desire to make others more effective and successful
• The presence, polish, and confidence to represent your Officer and their team at all levels of the organization

EDUCATION, COMPETENCIES, CERTIFICATIONS/LICENSES

• Minimum Qualifications
  
  • High School diploma or GED
  • Extensive Executive Support:
    
    • 5-8 years of progressive executive administrative support, with significant direct C-suite or senior leadership (EVP, SVP, VP) support in a dynamic corporate environment.
    • Proven ability to strategically manage complex executive calendars, anticipating conflicts and prioritizing commitments.

• Complex Travel & Logistics Management:
  • Expertise in complex domestic and international travel arrangements, including multi-leg itineraries, visas, ground transport, and efficient handling of last-minute changes.
  • Meticulous management of executive expense reports for accuracy, compliance, and timely submission.

• High-Level Communication & Liaison:
  • Acts as primary liaison for the executive with internal/external stakeholders (clients, board members, senior leaders).
  • Excellent written communication: drafts, proofreads, and edits high-level correspondence, presentations, and internal communications for the Officer.
  • Strong verbal communication: represents the Officer professionally and effectively.

• Meeting & Project Coordination:
  • Expertise in planning and facilitating high-stakes meetings, including agenda, materials, minutes, and action item tracking.
  • Proven ability to provide project coordination/light project management, tracking executive's initiatives, deadlines, and deliverables.

• Discretion & Confidentiality:
  • Unblemished record of handling highly sensitive, confidential, and proprietary information with utmost discretion, integrity, and professionalism.

• Technological Proficiency:
  • Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Suite and comprehensive experience with virtual meeting platforms (e.g., Zoom, Google Meet).
  • Familiarity with CRM systems, project management software, and other relevant business applications is preferred.

• Proactive & Problem-Solving Mindset:
  • Proven ability to anticipate needs, foresee potential issues, and proactively implement solutions without direct supervision.
  • Strong independent problem-solving skills and the capacity to navigate complex situations with sound judgment.

• Relationship Building:
  • Demonstrated ability to build and maintain strong, collaborative relationships with internal teams, external partners, and executive peers.

• Preferred Qualifications
  • Bachelor's degree
  • Executive Assistant certification or Project Management certification
  • Experience in a fast-paced, global company environment with prior experience managing Executive/Officer office budgets or departmental finances.

WORKING ENVIRONMENT / MINIMUM PHYSICAL REQUIREMENTS

Works in an office environment sitting at a desk, table or computer workstation for extended periods of time. Approximately 50-80 percent of the time spent on the job involves the use of a personal computer. Hybrid with a minimum of 3 days in office with occasional travel for on-site meetings.

#LI-MV1

We target between minimum and midpoint of the range, and all offers are subject to a fair pay analysis - Compensation Range: Min: $91,989.00 - Mid: $114,985.00- Max: $137,983.00