Executive Assistant (Hybrid)

First American • Santa Ana, CA

15h • $31 - $41 • Hybrid

About The Position

Join a team that puts its People First! Since 1889, First American (NYSE: FAF) has held an unwavering belief in its people. They are passionate about what they do, and we are equally passionate about fostering an environment where all feel welcome, supported, and empowered to be innovative and reach their full potential. Our inclusive, people-first culture has earned our company numerous accolades, including being named to the Fortune 100 Best Companies to Work For® list for ten consecutive years. We have also earned awards as a best place to work for women, diversity and LGBTQ+ employees, and have been included on more than 50 regional best places to work lists. First American will always strive to be a great place to work, for all. For more information, please visit www.careers.firstam.com. What We Do Provides advanced administrative support to the Chief Human Resources Officer and Chief Strategy Officer along with occasional support to their respective teams. Acts as focal point for department and company policy information. Handles a wide range of administrative and executive support-related tasks such as scheduling appointments, maintaining calendars, making travel arrangements, responding to requests for information on a wide range of topics, and preparing reports. Frequently handles confidential information and communications which demands discretion. Full comprehension of practices and procedures of the function, company structure, policies and programs. What You’ll Do: Typically provides executive support and assistance to the executives of the organization with responsibility for a broad range of organizational functions, such as organizational strategy and human resources related information Performs advanced, diversified and confidential executive assistance and administrative duties to enhance executives' effectiveness, requiring broad and comprehensive experience, skill and knowledge of organization policies and practices Often involved in issues of a confidential and/or sensitive nature Prepares, creates and maintains reports, presentations, etc. Composes and initiates correspondence and designs presentations Tactfully screens telephone calls and visitors, responds to emails and resolves a wide range of complex inquiries Schedules and maintains calendar of appointments, conference calls, meetings and travel itineraries, coordinates related arrangements, gathers information, and negotiates complex scheduling issues May prepare and distribute meeting notes and action items, tracking completion of tasks for a broad area, reporting issues to manager, following up on routine issues Prepares information and tracks status for manager for a wide range of items such as expense reports, documenting notes, typing reports, checking customer account status, reviewing files, HR record changes, opening letters, etc. Perform research for a wide range of issues and subjects as requested Meeting and event coordination – coordinates schedules and activities with other departments, finds location (on or offsite), makes lunch arrangements, gathers materials, recommends and tracks budgets, communicates information/schedule to those attending, etc.

Requirements

• High school diploma required; bachelor’s degree preferred
• 5+ years of advanced administrative support experience, ideally supporting senior leaders
• Proven ability to handle confidential and sensitive information with discretion and professionalism
• Strong computer proficiency, including advanced knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent writing, grammar, and communication skills; strong attention to detail and accuracy
• Highly organized with strong follow‑through and the ability to manage multiple priorities
• Solid project management skills with the ability to drive tasks to completion
• Exceptional time management, initiative, and ability to anticipate needs
• Sound judgment and decision‑making capabilities in a fast‑paced environment

Responsibilities

• Typically provides executive support and assistance to the executives of the organization with responsibility for a broad range of organizational functions, such as organizational strategy and human resources related information
• Performs advanced, diversified and confidential executive assistance and administrative duties to enhance executives' effectiveness, requiring broad and comprehensive experience, skill and knowledge of organization policies and practices
• Often involved in issues of a confidential and/or sensitive nature
• Prepares, creates and maintains reports, presentations, etc.
• Composes and initiates correspondence and designs presentations
• Tactfully screens telephone calls and visitors, responds to emails and resolves a wide range of complex inquiries
• Schedules and maintains calendar of appointments, conference calls, meetings and travel itineraries, coordinates related arrangements, gathers information, and negotiates complex scheduling issues
• May prepare and distribute meeting notes and action items, tracking completion of tasks for a broad area, reporting issues to manager, following up on routine issues
• Prepares information and tracks status for manager for a wide range of items such as expense reports, documenting notes, typing reports, checking customer account status, reviewing files, HR record changes, opening letters, etc.
• Perform research for a wide range of issues and subjects as requested
• Meeting and event coordination – coordinates schedules and activities with other departments, finds location (on or offsite), makes lunch arrangements, gathers materials, recommends and tracks budgets, communicates information/schedule to those attending, etc.

Benefits

• Based on eligibility, First American offers a comprehensive benefits package including medical, dental, vision, 401k, PTO/paid sick leave and other great benefits like an employee stock purchase plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED