Executive Administrative Assistant

Location: 6001 Oak Canyon STE 100, Irvine, CA

Summary:

As the Executive Administrative Assistant supporting the Peripheral Vascular Division Executives, you will serve as a trusted administrative partner, providing proactive, organized, and detail-oriented support to enable effective executive leadership and business operations within a global organization. In this role, you will manage complex executive calendars, domestic and international travel, expense reporting, executive communications, strategic meetings, and special projects while exercising independent judgment, initiative, discretion, and executive intuition. You will anticipate evolving leadership needs, collaborate with key stakeholders, and demonstrate adaptability, resourcefulness, and problem-solving to ensure seamless executive and office operations.

What You Will Do:

• Provide comprehensive administrative support to Peripheral Vascular Division Executives, proactively anticipating leadership needs, managing competing priorities, exercising independent judgment, and ensuring efficient execution of daily business operations.
• Independently manage complex executive calendars, including the President's calendar, domestic and international travel arrangements, flights, accommodations, ground transportation, visa processing, expense reporting, and correspondence while maintaining accuracy, confidentiality, and responsiveness.
• Coordinate and reconcile executive expense reports, process procurement requests and purchase orders, and manage administrative purchasing activities, including food and beverage orders, employee recognition gifts, and professional services while identifying opportunities to leverage available discounts and cost efficiencies.
• Support executive and strategy team operations by coordinating meeting agendas, liaising with presenters and stakeholders, preparing and organizing materials, and ensuring presentations, reports, and other executive-level documents are accurate, current, and ready for distribution.
• Plan and coordinate logistics for executive meetings, strategic planning sessions, leadership events, and other business forums, including hotel bookings, transportation, vendor contracts, catering, technology support, and coordination with BCD Travel and external service providers.
• Prepare, proofread, edit, and format executive communications, PowerPoint presentations, spreadsheets, speaking engagement materials, event briefs, and other business documents, ensuring professionalism, accuracy, and alignment with organizational standards.
• Build and maintain effective relationships with senior leaders, executive assistants, cross-functional partners, vendors, and external stakeholders, facilitating communication, coordinating requests, and resolving administrative issues, including hotel contracts, vendor payments, and service-related concerns.
• Provide administrative and logistical support for departmental initiatives, strategic planning activities, and special projects while demonstrating adaptability, resourcefulness, problem-solving, and timely follow-through. Offer ad hoc support to executives and team members as needed, including assistance outside normal business hours when business priorities require.

What You Need:

Required:

• High School Diploma or Equivalent
• 5+ years’ relevant experience supporting Senior Leadership in a similar capacity
• Proficiency with Microsoft Office Suite, including complex document creation, spreadsheet development, and presentation creation.
• Experience proofreading, editing, and/or preparing executive-level documents, presentations, and communications.

Preferred:

• Associate or bachelor's degree.
• Familiarity with SAP Concur and/or BCD Travel.

$36.71 - $51.62 USD Hourly