Senior Administrative Assistant

Senior Administrative Assistant

Irvine, CA, US On-site Vaco $USD 35 - 45 Contractor

Our client is seeking a highly organized, proactive, and professional Senior Administrative Assistant to support senior leadership. This individual will play a critical role in keeping executives organized, managing competing priorities, and ensuring day-to-day operations run smoothly. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and takes pride in delivering exceptional support.

Responsibilities:

• Manage complex and frequently changing calendars for executive leadership
• Coordinate meetings, appointments, and scheduling logistics while ensuring priorities are managed effectively
• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries
• Organize on-site and off-site meetings, leadership events, and company functions
• Prepare presentations, reports, correspondence, and other business documents
• Serve as a liaison between executives and internal/external stakeholders
• Monitor upcoming commitments, deadlines, and priorities to ensure executives remain informed and prepared
• Coordinate conference and meeting logistics, including room reservations, catering, accommodations, and materials
• Handle confidential information with discretion and professionalism
• Perform general administrative duties, including filing, copying, mail distribution, expense reporting, and document management
• Assist with special projects and provide administrative support across the organization as needed

Qualifications:

• 5 years of administrative support experience supporting senior leaders or executive teams
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously
• Excellent verbal and written communication skills
• Proven ability to work independently and exercise sound judgment
• Strong attention to detail and commitment to producing high-quality work
• Ability to maintain confidentiality and handle sensitive information appropriately
• Resourceful problem-solver with a proactive and customer-service-oriented mindset
• Comfortable working in a fast-paced environment with changing priorities

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.