Executive Assistant to C-Suite (On-Site) - Irvine

Eggs Unlimited•Irvine, CA

8h•$100,000 - $150,000•Onsite

About The Position

We're seeking a meticulous and highly responsive Executive Assistant to support C-Suite members of a large trading company, with a hyper focus on executive Travel & Calendar management. This role is dedicated to ensuring seamless, efficient, and proactive management of all travel booking, coordination and calendar management, with an unwavering focus on accuracy, responsiveness and precision. We require the candidate to have extensive experience booking complex travel independently (often without travel agent support), experienced in both commercial and private coordination and can anticipate logistical challenges before they arise, and thrives in a fast-paced executive environment. Expanded scope (what makes this role different): This is a true “executive operations” EA role in a high-performance, high-velocity culture. In addition to calendar/travel, you will drive special projects, Excel/data-driven analysis, research and briefing, and act as a trusted gatekeeper—protecting focus, prioritizing tradeoffs, and ensuring the executive’s time is invested in the highest-impact work. Adaptability is non-negotiable: priorities shift fast; you stay calm, precise, and relentlessly solutions-oriented.

Requirements

5+ years supporting executives in a high-demand, fast-paced environment (e.g., high-performance corporate, finance, tech, operations).
Demonstrated experience supporting C-Suite leaders with high volume calendars, high stakes stakeholders, and shifting priorities.
Proven ability to operate as a gatekeeper and prioritization partner—comfortable saying “no,” pushing back appropriately, and protecting focus.
Exceptional organizational skills and meticulous attention to detail (accuracy is a core competency).
Strong written and verbal communication; able to write crisp, executive-ready summaries and emails.
High proficiency with Microsoft Office, especially Excel (pivots, lookups, filters, formatting, basic analysis) and Outlook/Teams.
Highly adaptable, resourceful, and proactive—able to anticipate needs and deliver solutions with minimal supervision.
Calm under pressure; thrives in a high-standards, high-velocity culture with direct feedback and high ownership.
Discretion and integrity with confidential, business-critical information.

Nice To Haves

Experience in high-performance cultures (trading, finance, operations, logistics, or founder-led scaling companies.
Experience supporting travel that includes VIP/security-sensitive or private coordination.
Familiarity with building lightweight systems/SOPs, continuous improvement, and operational excellence.

Responsibilities

Executive Calendar Management & Prioritization Own and optimize the C-Suite member’s calendar daily with zero conflicts, correct buffers, and smart sequencing across time zones.
Act as a strategic gatekeeper: triage inbound requests, enforce prioritization standards, and recommend tradeoffs aligned to business impact.
Drive meeting quality: ensure clear purpose, agenda, attendees, pre-reads, and desired outcomes; follow up on action items when appropriate.
Coordinate internal/external meetings, board/investor/customer sessions, conference calls, and events with exceptional accuracy and discretion.
Anticipate calendar needs and proactively suggest adjustments for efficiency and sustainability (e.g., prep blocks, recovery time, deep-work windows).
Executive Travel & Logistics Book and manage complex multi-city commercial and private travel with precision—balancing cost, convenience, speed, and contingency plans.
Monitor travel in real time and proactively resolve delays/cancellations/weather disruptions with immediate alternatives.
Prepare detailed travel briefings (itineraries, confirmations, boarding passes, access details, ground transport, lodging, dining).
Ensure all logistics are confirmed and seamless: hotels, rental cars, car services, on-site access credentials, and last-mile changes.
Track and manage travel credits, loyalty programs, and receipts; maintain organized travel records for quick reference and reconciliation.
Special Projects, Research & Executive Support (High Impact) Help lead and execute special projects on behalf of the executive—coordinating stakeholders, timelines, deliverables, and next steps.
Conduct rapid research (market, competitor, vendor, customer, conference, speaking opportunity, internal initiatives) and synthesize findings into concise briefs.
Draft high-quality executive communications: emails, memos, meeting notes, and decision summaries with a crisp, direct style.
Support event and offsite planning (leadership offsites, customer visits, conferences), including run-of-show, materials, and logistics.
Excel, Data, and Operational Rigor Help support and utilize Excel-based trackers and dashboards for priorities such as: key meetings, travel spend, projects, follow-ups, vendors, and recurring executive workflows.
Produce clean, accurate reports and analyses (basic modeling, pivots, lookups, formatting, data validation) to support executive decision-making.
Maintain tight operational systems: checklists, templates, SOPs, and recurring cadence items to reduce friction and increase speed.
Execution, Foresight & High-Trust Partnership Think several steps ahead to identify and resolve scheduling, travel, stakeholder, or project conflicts before they occur.
Protect confidentiality and handle sensitive information with judgment worthy of a top-tier executive environment.
Stay highly organized across multiple workstreams; keep records, confirmations, and changes accessible at all times.
Provide responsive support during travel and in urgent situations, including occasional off-hours coverage when required.
Take on ad hoc projects and administrative tasks as business needs evolve—this role flexes with the pace of the company.