Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to support senior leadership within a Financial Services organization based in Irvine, California. This contract-to-permanent opportunity is ideal for a candidate with relevant experience who excels at managing competing priorities, handling sensitive information, and keeping executive operations running smoothly. The role requires strong judgment, exceptional organization, and the ability to communicate effectively while coordinating schedules, travel, documentation, and high-level administrative initiatives.

Responsibilities:
• Oversee complex calendars for executive leadership, arranging meetings, prioritizing requests, and resolving scheduling conflicts to protect time and support business objectives.
• Organize domestic business travel from initial booking through final itinerary management, ensuring leaders have accurate schedules, confirmations, and logistical support.
• Prepare, process, and reconcile expense submissions with a high degree of accuracy, including items that require additional executive-level review and approval.
• Create, refine, and proofread presentations, reports, correspondence, spreadsheets, and other executive materials to ensure quality and consistency.
• Draft communications on behalf of leadership, gather relevant information, and support decision-making through research and concise data analysis.
• Coordinate internal and external meetings by managing invitations, assembling agendas and background materials, and documenting follow-up items when needed.
• Partner with executives and cross-functional teams to keep administrative activities on track, monitor action items, and support special projects or strategic initiatives.
• Review supporting documents prior to signature, submit purchase requests, and manage departmental supply and administrative needs efficiently.
• Provide logistical support for off-site meetings, events, and executive programs, including occasional travel assistance tied to business initiatives.• At least 5 years of experience providing high-level administrative support to senior executives or leadership teams.
• Demonstrated expertise in calendar management, executive meeting coordination, and arranging complex travel plans.
• Strong ability to prepare high-quality business documents, presentations, and written communications with careful attention to detail.
• Experience handling expense reporting, reconciliations, and confidential information with professionalism and discretion.
• Excellent organizational skills with the ability to manage multiple deadlines and shifting priorities in a fast-paced environment.
• Proficiency in coordinating cross-functional activities and following through on tasks with minimal supervision.
• Strong verbal and written communication skills, along with sound judgment and a proactive approach to problem-solving.