We are looking for a highly organized Senior Administrative Assistant to provide dedicated support to senior leadership in Irvine, California. This Long-term Contract position is ideal for a resourceful and detail-oriented individual who can manage competing priorities, protect executive time, and handle sensitive matters with sound judgment. The role requires strong coordination skills, effective communication, and the ability to keep projects, meetings, and travel arrangements running smoothly in a fast-paced environment.
Responsibilities:
- Oversee a complex executive calendar by aligning meetings, appointments, and business commitments according to priority, urgency, and overall impact on leadership objectives.
- Coordinate meeting logistics from planning through follow-up, including preparing agendas, gathering supporting materials, recording key discussion points, and distributing clear action items with owners and deadlines.
- Act as a central point of contact for internal and external stakeholders, ensuring requests are handled promptly, updates are communicated clearly, and issues are resolved with minimal disruption.
- Maintain organized and confidential records for corporate, legal, and operational documents, and retrieve materials quickly when needed for business or legal review.
- Partner with attorneys and related contacts by tracking document requests, monitoring legal deadlines, supplying required information, and reviewing invoices for accuracy before processing.
- Support assigned projects by documenting requirements, communicating with stakeholders, monitoring progress against timing and scope expectations, and preparing concise status updates for leadership.
- Prepare for executive meetings with investors, legal counsel, affiliates, and guests by arranging logistics, assembling presentation materials, and ensuring visitors have the information needed before arrival.
- Manage domestic and international travel plans, including air, hotel, ground transportation, and itinerary coordination, while adapting quickly to schedule changes.
- Provide additional administrative and personal support such as coordinating shipments, handling deliveries and pickups, organizing events, and arranging business or personal gifts as requested.
- Bachelor’s degree in Business Administration or a related field is preferred.
- At least 5 years of experience supporting a C-level executive, business owner, or senior leader in a comparable administrative or executive support role.
- Proven ability to manage demanding schedules, shifting priorities, and multiple high-importance tasks with limited supervision.
- Strong written and verbal communication skills with the confidence to interact professionally across all levels of an organization.
- Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Demonstrated skill in calendar management, executive meeting coordination, and domestic and international travel planning.
- Exceptional attention to detail, sound judgment, and the ability to handle confidential information with a high level of discretion.
- Self-motivated and proactive approach with excellent time management, follow-through, and problem-solving capabilities.