Executive Administrative Assistant

Nelson Miller Group • City of Industry, CA

6d • Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and, as needed, to other members of the Executive Leadership Team. The role ensures effective coordination of executive activities, maintains strict confidentiality, and supports the CEO in managing priorities, communications, and daily operational needs. This position reports to the CEO and requires significant flexibility, strong judgment, and the ability to operate in a fast-paced, high-demand environment.

Requirements

• Bachelor’s degree preferred; equivalent experience considered.
• 4+ years of experience supporting senior executives; experience supporting a CEO or C suite strongly preferred.
• Demonstrated experience in a fast paced, high demand environment requiring rapid responsiveness and strong organizational skills.
• Proven ability to interact professionally with customers, suppliers, and senior level stakeholders.
• Advanced proficiency in Microsoft PowerPoint and Excel (pivot tables, charts, formatting, data organization).
• Strong command of Microsoft Outlook, Teams, and other productivity tools.
• Ability to learn internal systems for expense reporting, travel booking, and workflow management.
• Professional Communication — Clear, polished, and appropriate for executive-level interactions.
• Confidentiality — Demonstrated ability to handle sensitive information with discretion.
• Judgment and Decision-Making — Ability to manage complex and sensitive situations effectively.
• Organization and Prioritization — Strong ability to manage multiple tasks and competing priorities.
• Adaptability — Comfortable with shifting demands and urgent requests.
• Professional Presence — Ability to represent the CEO and company with maturity and professionalism.
• This role is onsite at company headquarters.
• Requires flexibility to support executive needs, including occasional extended hours based on business demands.
• Must maintain full focus on company business during working hours; outside personal tasks during work time are not permitted
• ITAR/CUI compliance requires U.S. Citizen, Permanent Resident, or Protected Individual.
• Pre-employment background check required.

Responsibilities

• Manage daily administrative needs for the CEO, including calendar oversight, meeting coordination, document preparation, and follow-up on action items.
• Organize and prioritize meetings, appointments, and events for the CEO and executive team; ensure alignment with business priorities.
• Arrange domestic and international travel for the CEO and executive team, including itineraries, accommodations, transportation, and related logistics.
• Prepare, submit, and reconcile expense reports; learn and maintain proficiency in internal expense systems.
• Draft, edit, and manage professional communications; interface with customers, suppliers, and external partners with appropriate executive presence.
• Prepare agendas, briefing materials, presentations, and follow-up documentation; ensure the CEO is fully prepared for all engagements.
• Develop, refine, and maintain PowerPoint presentations and Excel documents with a high degree of accuracy and professionalism.
• Maintain strict confidentiality regarding all executive matters; handle sensitive information with discretion at all times.
• Provide administrative support to other members of the Executive Leadership Team as directed by the CEO.
• Anticipate needs, identify issues, and resolve challenges proactively.
• Adapt to shifting priorities and provide support during urgent or time-sensitive situations.
• Performs other duties as requested, directed, or assigned

Benefits

• Comprehensive benefit package including medical, dental and vision coverage
• company-paid basic life/AD&D insurance
• short-term and long-term disability insurance
• voluntary supplemental insurances
• flexible spending accounts
• employee assistance program (EAP)
• Sick Leave
• Vacation Time
• company-paid Holidays
• 401(k) Retirement Savings Plan option with a safe harbor non-elective company contribution

What This Job Offers

• Job Type: Full-time
• Career Level: Executive