Executive Assistant

EBizCharge • Irvine, CA

19h

About The Position

We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative and operational support to multiple Vice President-level leaders. This role serves as a strategic partner and gatekeeper, ensuring seamless day-to-day operations, effective time management, and high-level coordination across executive schedules, communications, and priorities. The ideal candidate thrives in a fast-paced environment, can anticipate needs, manage competing demands from several senior leaders, and maintain strict confidentiality.

Requirements

• 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or equivalent role supporting senior leaders (C-suite, VP, or Director level)
• Proven track record supporting multiple executives simultaneously (preferred) or high-volume executive support in a fast-paced environment
• Bachelor's degree or equivalent combination of education and experience

Responsibilities

• Own and optimize complex calendars for multiple VPs using tools like Outlook, Google Workspace, or similar
• Proactively schedule, reschedule, and prioritize internal/external meetings, board/committee sessions, leadership offsites, and recurring cadences
• Resolve scheduling conflicts diplomatically, anticipate overlaps, and protect executive time for strategic work
• Act as the primary point of contact for VPs: screen, prioritize, and respond to emails, calls, and inquiries on their behalf when appropriate
• Draft, edit, and proofread professional correspondence, presentations, reports, meeting agendas, minutes, and executive summaries
• Prepare daily/weekly briefing books or packets with relevant background materials, agendas, and talking points
• Organize and support high-stakes meetings, town halls, executive retreats, and cross-functional workshops (logistics, AV, catering, materials, virtual platforms like Zoom/Teams)
• Take detailed notes, track action items, and follow up to ensure completion
• Arrange complex domestic and international travel itineraries, including flights, accommodations, ground transportation, visas, and detailed agendas
• Manage expense reports, reimbursements, and corporate card reconciliation for multiple executives in a timely and accurate manner
• Coordinate special projects, department initiatives, or executive-led programs as assigned
• Serve as a liaison between VPs, their direct reports, cross-functional teams, external partners, and board members
• Maintain confidentiality of sensitive information and handle matters with discretion and professionalism
• Manage office supplies, equipment requests, visitor logistics, and facilities coordination for the executive suite
• Support onboarding/offboarding processes for executive team members and coordinate team-building or recognition activities

Benefits

• 100% employer paid benefits (including Medical, Dental, Vision, & life insurance) for selected plans for the employee.
• Retirement 401(k) plan with company match.
• Gym access, dry cleaners, car wash conveniently located within building.
• Generous PTO plan with an additional 9 Days Company Paid Holidays per year.

What This Job Offers

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