Corporate Executive Assistant

Global 1st Flagship•Irvine, CA

7d•$70,000 - $80,000•Onsite

About The Position

Global – a 1st Flagship Company is seeking a resourceful, highly organized Corporate Executive Assistant to provide proactive, confidential support to the CEO and EVP at its Irvine headquarters. Executive support is the primary focus, with limited office coordination and HR administrative assistance performed under HR direction. The role helps leadership stay organized, prepared, and informed by managing schedules, coordinating meetings and travel, preparing executive materials, and following through on priorities. It also supports internal communications, selected corporate projects, and confidential personnel filing. The position is on-site at the Irvine headquarters and requires travel approximately two to three times annually. Employment offers are contingent on passing a pre-employment background check and drug screen. Global is an equal opportunity employer and a federal contractor.

Requirements

Four or more years of progressively responsible administrative experience, including direct support to senior leaders.
Ability to manage competing priorities, anticipate needs, and follow through on assignments with minimal supervision.
Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
Strong business writing, proofreading, and digital document organization skills.
Excellent judgment, diplomacy, discretion, and attention to detail when handling sensitive information.
Professional, service-oriented approach and ability to work effectively across departments and time zones.
Ability to learn new enterprise systems and adapt to changing priorities.
Availability to work on-site at the Irvine headquarters and travel approximately two to three times annually.

Nice To Haves

Experience in government contracting, defense, engineering, technical services, or another regulated business operating across multiple locations.
Experience supporting two or more executives.
Familiarity with SharePoint, Adobe Acrobat and fillable PDFs, Canva, ADP or a similar HRIS, and approved AI productivity tools.
Experience with event planning, internal communications, or proposal administration.
Associate or bachelor's degree in business, communications, or a related field, or equivalent relevant experience.

Responsibilities

Manage complex executive calendars, screen and prioritize requests, schedule meetings across time zones, arrange travel, and prepare expense documentation.
Develop meeting agendas, briefings, and presentation materials; document decisions, track action items, and follow up with responsible team members.
Draft, edit, and proofread correspondence, reports, memos, and other executive communications.
Manage confidential electronic files, contracts, policies, proposals, templates, and version control.
Coordinate leadership meetings, all-hands events, scheduled visits, and selected corporate initiatives; maintain project trackers, monitor milestones, and compile research and status summaries.
Prepare newsletters, announcements, fillable forms, flyers, and presentations; support corporate events and approved external communications in accordance with branding and approval requirements.
Under HR direction, scan, label, file, and retrieve personnel documents; follow record-retention, access-control, and separate medical-file procedures; report discrepancies to HR.
Support onboarding paperwork, interview scheduling, employee directory and organizational-chart updates, and distribution of HR communications.
Welcome occasional scheduled visitors, direct infrequent incoming calls, and coordinate mail, courier requests, supplies, and limited vendor or facility needs.
Use Microsoft 365, collaboration tools, and approved AI or automation solutions to improve templates and tracking while verifying accuracy and protecting confidential information.