Executive Assistant

SAIC•San Diego, CA

7d•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 role requires exceptional judgment, discretion, organizational expertise, and the ability to proactively manage competing priorities in a fast-paced environment. The EA acts as an extension of the SVP to support business operations, executive communications, strategic initiatives, and stakeholder engagement while maintaining professionalism and confidentiality. This position is onsite in San Diego, California, and requires the employee to be local to the area. The EA maintains an executive support presence aligned with the SVP office schedule and business needs, including continuity of support during executive travel and critical business events through a combination of in-office and remote support. The role includes managing the SVP’s calendar and priorities; preparing meetings and executive materials; coordinating events, logistics, and travel; drafting and editing executive communications; tracking strategic initiatives and action items; managing expense reporting and other administrative financial activities; coordinating with internal and external stakeholders; supporting onboarding and broader leadership activities; and handling sensitive information in accordance with company policies, procedures, and security requirements.

Requirements

Minimum 10 years of progressively responsible executive administrative support experience.
Minimum 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.
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 and operate proactively with minimal direction.
Demonstrated project management and coordination skills.
Ability to work effectively under pressure and adapt to changing priorities.
Advanced proficiency in Microsoft 365, including Outlook, Teams, PowerPoint, Word, Excel, and SharePoint.
Experience with collaboration and productivity platforms including Teams, Zoom, and Webex.
Experience with Concur expense management systems.
Must be a U.S. citizen.
Must be eligible to obtain and maintain a U.S. Department of Defense Secret Security Clearance.
Ability to successfully complete all background investigations and security requirements associated with clearance eligibility.
Must be local to the San Diego area for the onsite role.

Nice To Haves

A bachelor’s degree in Business Administration, Management, Communications, or a related field is preferred.
Familiarity with CRM and business management tools.
Familiarity with AI tools such as Co-Pilot.

Responsibilities

Serve as a trusted extension of the SVP and represent the executive office professionally.
Exercise sound judgment in responding to inquiries and providing solutions on behalf of the SVP when appropriate.
Anticipate executive and business needs and proactively identify and resolve issues.
Maintain awareness of organizational objectives, market dynamics, customer engagements, and business initiatives to support strategic priorities.
Own and proactively manage a complex executive calendar, including prioritization, scheduling, and conflict resolution.
Evaluate meeting requests against business priorities and recommend scheduling, rescheduling, or delegation.
Coordinate meeting agendas, briefing materials, and executive read-ahead packages.
Plan and coordinate executive meetings, leadership reviews, customer engagements, conferences, and off-site events.
Coordinate meeting logistics, facilities, technology readiness, travel arrangements, and attendee communications.
Prepare briefing books, talking points, executive summaries, and presentation materials.
Facilitate meetings as needed, capture decisions, track action items, and ensure timely follow-up.
Partner with program managers and business leaders to ensure 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 key business actions to ensure commitments are completed on schedule.
Support executive preparation for customer meetings, internal reviews, and leadership engagements.
Manage executive expense reporting, approvals, reconciliations, and resolution of returned or rejected submissions.
Ensure expense reports are accurate, compliant, and processed in a timely manner.
Coordinate purchase orders, vendor invoices, and other administrative financial activities.
Support timecard compliance, reporting requirements, and administrative processes across the organization.
Build and maintain working relationships with executives, customers, partners, and internal stakeholders.
Coordinate across organizations and functional teams to align and execute executive priorities.
Maintain professionalism, responsiveness, and exceptional customer service in interactions.
Support onboarding for new team members and leaders.
Coordinate leadership meetings, team events, employee recognition activities, and culture initiatives.
Provide administrative support to the broader leadership team and help ensure smooth day-to-day office operations.
Handle sensitive business, personnel, organizational, customer, and strategic information with discretion and maintain strict confidentiality.
Ensure compliance with company policies, procedures, and security requirements.
Maintain an executive support presence aligned with SVP office schedules and business needs and provide continuity of support during executive travel and critical business events.