Executive Assistant

Job Description

Job Description

We are looking for an organized and experienced Executive Assistant to support an executive for a role in West Los Angeles. This contract position will provide high-level administrative and operational support with an initial assignment expected to run through mid-September and the possibility of extension. The ideal candidate will bring strong judgment, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

• Prepare, edit, and finalize business documents, reports, and correspondence while ensuring accuracy, consistency, and clear presentation.

• Coordinate the development of presentations, proposals, and other key materials by organizing content, tracking deadlines, and collaborating with internal stakeholders.

• Address questions and information requests by applying knowledge of departmental activities, policies, and procedures to provide timely and accurate responses.

• Act as a go-to resource for team members on organizational guidelines and administrative processes by researching information and sharing clear direction.

• Manage meeting and event logistics, including scheduling, agenda preparation, vendor coordination, material distribution, and on-site support as needed.

• Gather and organize data for departmental reporting, perform basic analysis, and help structure findings in a clear and effective format.

• Support contract-related administrative work by coordinating with Procurement and Finance teams to resolve questions and maintain documentation.

• Assist with budget preparation and expense tracking by monitoring spending, identifying variances, and providing regular updates.

• Oversee daily office operations, including supply management and equipment coordination, while recommending process improvements that enhance efficiency.

• Provide guidance or administrative direction to support staff or outside partners when needed to help maintain workflow and service quality.

• High school diploma required; a bachelor’s degree is preferred.
• At least 3-4 years of experience in an executive assistant or closely related administrative support role.
• Strong written and verbal communication skills with the ability to interact effectively across all levels of an organization.
• Proven ability to manage competing priorities, stay organized, and consistently complete assignments with careful attention to detail.
• Excellent interpersonal and customer service skills, with a detail-oriented and collaborative approach to supporting internal stakeholders.
• Experience coordinating calendars, meetings, conference calls, and business correspondence in a fast-paced office environment.
• Familiarity with tools such as Concur, Cisco Webex Meetings, CRM platforms, ADP, Kronos Timekeeping System, and About Time is preferred.