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 - Welcome to AAA Mountain West Group (MWG), serving Northern California, Nevada, Utah, Arizona, Alaska, Wyoming, and Montana. We believe our team should make their mark: over every mile and at every moment, we pride ourselves at helping our Members outsmart life’s obstacles. We are a not-for-profit, membership-based organization that has served our Members for over a century: from our legendary roadside assistance and award-winning insurance products to free travel planning and new innovations.