Senior Executive Administrative Assistant

Senior Executive Administrative Assistant

The Senior Executive Administrative Assistant provides high-level administrative and operational support to senior managers and directors in a fast-paced professional environment. This role involves managing complex calendars, coordinating meetings and travel, preparing executive-level materials, and supporting large internal events.

Responsibilities

• Manage complex, high-volume calendars for senior managers and directors.
• Prioritize meetings, resolve scheduling conflicts, and anticipate scheduling needs.
• Coordinate recurring, fast-turnaround, and ad hoc meetings.
• Prepare and support weekly, monthly, quarterly, and ad hoc reports and presentations.
• Collect, organize, and summarize information for leadership deliverables.
• Coordinate domestic and international travel arrangements.
• Prepare and process expense reports accurately and on time.
• Attend leadership and operational staff meetings, prepare agendas, document follow-up items, and track action items.
• Coordinate large employee meetings and events, including all-hands meetings supporting 500+ employees.
• Assist with presentation materials, facilities coordination, IT requirements, catering, and meeting logistics.
• Coordinate customer meetings, executive visits, VIP events, and facility tours.
• Prepare, review, proofread, edit, and distribute internal communications and announcements.
• Coordinate conference rooms, catering, meeting materials, and other onsite and offsite meeting requirements.
• Support new-hire welcome meetings and employee engagement activities.
• Respond to employee and leadership requests and connect individuals with appropriate resources.
• Manage special projects and provide backup support to other administrative team members as needed.

Qualifications

• High school diploma or equivalent.
• 5+ years of experience as a Senior Administrative Assistant, Executive Assistant, or similar position supporting managers, directors, or senior leadership.
• Demonstrated experience managing complex executive calendars and competing priorities.
• Strong Microsoft Office skills, particularly Outlook, PowerPoint, Word, and Excel.
• Excellent written and verbal communication skills.
• Strong proofreading, document preparation, and organizational skills.
• Ability to independently prioritize multiple assignments and meet deadlines.
• Professional demeanor and strong interpersonal skills.
• Ability to effectively support leaders and teams operating across multiple time zones.

Preferred Experience

• Experience supporting multiple senior leaders simultaneously.
• Experience coordinating large corporate meetings, employee events, or executive-level meetings.
• Domestic and international travel coordination experience.
• Experience preparing executive presentations, reports, and internal communications.
• Experience working within a large corporate, aerospace, defense, engineering, manufacturing, or similarly structured organization.

Schedule

Full-Time, 1st Shift 9/80 Schedule

Location

San Diego, CA

Work Arrangement: 100% Onsite