Executive Assistant

SAIC•San Diego, CA

8d•Onsite

About The Position

The Executive Assistant (EA) serves as a trusted strategic partner to the Senior Vice President (SVP), providing high-level executive support, operational coordination, and administrative leadership. The EA acts as an extension of the SVP, supporting business operations, executive communications, strategic initiatives, and stakeholder engagement while exercising sound judgment, discretion, organizational expertise, and professionalism in a fast-paced environment. This position is onsite in San Diego, California, and requires the candidate to be local to the area. The EA maintains an executive support presence aligned with SVP office schedules and business needs, and provides continuity during executive travel and critical business events through in-office and remote support.

Requirements

At least 10 years of progressively responsible executive administrative support experience.
At least 5 years supporting senior executives at the Vice President, Senior Vice President, C-suite, or equivalent leadership level.
Experience supporting complex organizations with multiple stakeholders, competing priorities, and customer-facing engagements.
Experience coordinating executive-level meetings, leadership reviews, conferences, and strategic planning events.
Exceptional organizational, prioritization, and time-management skills, including advanced calendar management and executive scheduling expertise.
Strong analytical, problem-solving, and decision-making abilities.
Excellent verbal and written communication skills.
Ability to exercise independent judgment and manage highly confidential information.
Strong executive presence and professionalism when interacting with senior leaders, customers, and external partners.
Ability to anticipate needs, work proactively with minimal direction, perform under pressure, and adapt to changing priorities.
Demonstrated project management and coordination skills.
Advanced proficiency in Microsoft 365, including Outlook, Teams, PowerPoint, Word, Excel, and SharePoint.
Experience with collaboration and productivity platforms including Teams, Zoom, and Webex.
Must be a U.S. citizen and eligible to obtain and maintain a U.S. Department of Defense Secret Security Clearance.
Ability to successfully complete required background investigations and security requirements associated with clearance eligibility.
Must be local to the San Diego, California area for this onsite position.

Nice To Haves

A bachelor's degree in Business Administration, Management, Communications, or a related field is preferred; equivalent education, military experience, or executive support experience will be considered in lieu of a degree.
Experience with Concur expense management systems.
Familiarity with CRM and business management tools and AI tools such as Co-Pilot.

Responsibilities

Represent the SVP and executive office professionally, exercise judgment in responding to inquiries, and anticipate and address executive and business needs.
Maintain awareness of organizational objectives, market dynamics, customer engagements, and business initiatives to support strategic priorities.
Own and manage the SVP's complex calendar, prioritize and resolve scheduling conflicts, and evaluate meeting requests against business priorities.
Coordinate agendas, briefing materials, read-ahead packages, and detailed preparation for internal and external engagements.
Plan and execute executive meetings, leadership reviews, customer engagements, conferences, and off-site events; coordinate logistics, facilities, technology, travel, and attendee communications.
Prepare briefing books, talking points, executive summaries, and presentation materials; facilitate meetings, capture decisions, track action items, and follow up on deliverables.
Partner with program managers and business leaders to ensure meeting materials are complete, accurate, and compliant with organizational standards.
Draft, edit, and manage executive correspondence, presentations, briefings, leadership updates, and organizational announcements.
Research and synthesize complex information into concise executive-level summaries and recommendations.
Track strategic initiatives, milestones, and business actions, and support executive preparation for customer meetings, internal reviews, and leadership engagements.
Manage executive expense reports, approvals, reconciliations, and returned or rejected submissions; ensure expenses are accurate, compliant, and timely.
Coordinate purchase orders, vendor invoices, and other administrative financial activities; support timecard compliance, reporting, and organizational administrative processes.
Build and maintain working relationships with executives, customers, partners, and internal stakeholders; coordinate across organizations and functional teams.
Support onboarding for new team members and leaders, coordinate leadership meetings, team events, employee recognition, and culture initiatives, and provide administrative support to the broader leadership team.
Ensure smooth day-to-day office operations and executive office management.
Handle sensitive business, personnel, organizational, customer, and strategic information with discretion and maintain confidentiality.
Ensure compliance with company policies, procedures, and security requirements.
Maintain executive support presence in alignment with SVP office schedules and business needs, including continuity of support during travel and critical events.