Executive Assistant (88381)

Inter-Con Security Systems•Pasadena, CA

25d•Onsite

About The Position

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chairman and President/CEO. The Executive Assistant will serve as a trusted resource and key point of contact, helping ensure the executives' schedules, communications, meetings, travel, and administrative priorities are managed efficiently and professionally. The successful candidate will demonstrate sound judgment, exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced corporate environment.

Requirements

High school diploma or equivalent required
Minimum of 3–5 years of experience as an executive assistant, administrative professional, or in a similar role.
Strong written and verbal communication skills.
Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive information.
Proactive, solutions-oriented approach with the ability to anticipate needs and work independently.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Familiarity with Adobe products.
Proficiency with Microsoft Teams and Zoom.
Notary Public license or willingness to obtain a Notary Public license.
Ability to work effectively in a professional, executive-facing environment.
Strong attention to detail and commitment to accuracy.

Nice To Haves

Bachelor's degree in business administration, hospitality, or a related field preferred.
Experience supporting senior executives in a corporate or high-growth environment preferred.
Familiarity with Coupa or similar expense/procurement platforms preferred.

Responsibilities

Manage and maintain complex executive calendars, including meetings, appointments, commitments, and schedule changes.
Coordinate competing priorities and proactively identify scheduling conflicts or potential issues.
Anticipate executive needs and ensure necessary information, materials, and resources are prepared in advance.
Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
Serve as a primary liaison between the Chairman, President/CEO, executive leadership, and internal and external stakeholders.
Draft, review, and coordinate professional correspondence, communications, and other executive materials.
Handle sensitive and confidential information with a high level of discretion and professionalism.
Communicate professionally and effectively with individuals at all levels of the organization.
Coordinate logistics for executive meetings, including meeting rooms, food and beverage, technology, television/video conferencing, and other necessary arrangements.
Prepare meeting materials and agendas as requested.
Take detailed meeting notes and minutes when requested.
Track and follow up on action items to help ensure timely completion.
Support executive meetings, board meetings, and other leadership engagements as needed.
Prepare, edit, format, and organize reports, presentations, correspondence, and other business documents.
Maintain organized electronic and physical files and records.
Assist with special projects and administrative initiatives as assigned.
Prepare and manage executive expense reports in accordance with company policies and procedures.
Assist the Director of HR with planning and coordinating company events, executive meetings, team offsites, and board meetings.
Coordinate with internal departments and external vendors to ensure events and executive engagements are executed effectively.
Support office-related administrative needs, including supplies, vendor coordination, and other operational requests as needed.
Provide administrative and project support for special initiatives and executive priorities.
Track deadlines, deliverables, and follow-up items to support timely completion.
Identify opportunities to improve administrative processes and overall efficiency.
Take initiative to resolve routine issues independently and escalate matters to their manager appropriately when needed.