Senior Administrative Assistant

Job Description

Job Description

We are looking for a Senior Administrative Assistant with relevant experience to provide high-level support in a Contract position based in Irvine, California. This role is ideal for someone who thrives in a fast-moving executive environment, can manage competing priorities with sound judgment, and handles sensitive matters with professionalism. The successful candidate will partner closely with senior leadership to coordinate schedules, communications, meetings, travel, and special projects while ensuring day-to-day operations run smoothly.

Responsibilities:
• Oversee a complex executive calendar by evaluating priorities, arranging meetings, and resolving scheduling conflicts with minimal disruption to leadership commitments.
• Monitor incoming requests and correspondence, respond or route matters appropriately, and keep executives informed of urgent issues and required follow-up actions.
• Prepare for leadership meetings by organizing agendas, gathering supporting materials, recording key discussions, and circulating clear notes with assigned owners and target dates.
• Maintain organized records for corporate documentation, reports, and other confidential files, ensuring information can be retrieved quickly when needed.
• Act as a point of coordination with legal counsel by tracking document requests, safeguarding sensitive legal records, managing deadlines, and reviewing invoices for accuracy.
• Support assigned initiatives by documenting requirements, coordinating communication among stakeholders, tracking milestones, and compiling status updates on progress, timing, and scope.
• Arrange meetings with investors, attorneys, business partners, and guests by confirming logistics, sharing directions and schedules, and preparing presentations or hospitality support when appropriate.
• Manage domestic and international travel planning, including flights, lodging, ground transportation, and detailed itineraries for executive travel needs.
• Provide additional administrative assistance with shipments, deliveries, event support, errands, and gift coordination for business-related and approved executive needs.• Bachelor’s degree in business administration or a related field preferred.
• At least 5 years of experience supporting a C-level executive, senior leader, or business owner in a comparable administrative role.
• Strong ability to manage multiple priorities independently and make sound decisions in a fast-paced environment.
• Excellent written and verbal communication skills with a detail-focused and service-oriented approach.
• Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Proven organizational skills with close attention to detail, strong follow-through, and effective time management.
• Demonstrated ability to handle confidential information with discretion and maintain a high level of integrity.
• Experience coordinating executive calendars, meetings, and travel arrangements across complex schedules.