Executive Assistant

AAA Mountain West Group • Walnut Creek, CA

6d • $91,989 - $137,983 • Hybrid

About The Position

We are seeking a seasoned and strategic Executive Assistant to provide high-level administrative and operational support to an Officer-level leader. This role requires exceptional organizational acumen, judgment, and the ability to manage competing priorities with professionalism, discretion, and confidentiality. This is not a traditional assistant role, this is a trusted partner position that helps drive executive-level initiatives, ensures operational alignment, and facilitates communication across their assigned division. As a Cross-Functional Liaison, the Executive Assistant acts as a vital bridge, collaborating across various divisions and representing the executive to facilitate internal partnerships, gather crucial insights, and ensure seamless communication and follow-through on key initiatives. NOTE: This role is hybrid and requires 3 days a week onsite in our Walnut Creek, CA office.

Requirements

• High School diploma or GED
• Extensive Executive Support: 5-8 years of progressive executive administrative support, with significant direct C-suite or senior leadership (EVP, SVP, VP) support in a dynamic corporate environment.
• Proven ability to strategically manage complex executive calendars, anticipating conflicts and prioritizing commitments.
• Complex Travel & Logistics Management: Expertise in complex domestic and international travel arrangements, including multi-leg itineraries, visas, ground transport, and efficient handling of last-minute changes.
• Meticulous management of executive expense reports for accuracy, compliance, and timely submission.
• High-Level Communication & Liaison: Acts as primary liaison for the executive with internal/external stakeholders (clients, board members, senior leaders).
• Excellent written communication: drafts, proofreads, and edits high-level correspondence, presentations, and internal communications for the Officer.
• Strong verbal communication: represents the Officer professionally and effectively.
• Meeting & Project Coordination: Expertise in planning and facilitating high-stakes meetings, including agenda, materials, minutes, and action item tracking.
• Proven ability to provide project coordination/light project management, tracking executive's initiatives, deadlines, and deliverables.
• Discretion & Confidentiality: Unblemished record of handling highly sensitive, confidential, and proprietary information with utmost discretion, integrity, and professionalism.
• Technological Proficiency: Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Suite and comprehensive experience with virtual meeting platforms (e.g., Zoom, Google Meet).
• Familiarity with CRM systems, project management software, and other relevant business applications is preferred.
• Proactive & Problem-Solving Mindset: Proven ability to anticipate needs, foresee potential issues, and proactively implement solutions without direct supervision.
• Strong independent problem-solving skills and the capacity to navigate complex situations with sound judgment.
• Relationship Building: Demonstrated ability to build and maintain strong, collaborative relationships with internal teams, external partners, and executive peers.

Nice To Haves

• Bachelor's degree
• Executive Assistant certification or Project Management certification
• Experience in a fast-paced, global company environment with prior experience managing Executive/Officer office budgets or departmental finances.

Responsibilities

• Provide proactive calendar, travel, and expense management to ensure the Officer’s time is optimized and priorities are protected
• Serve as the primary point of contact between the Officer and internal/external stakeholders
• Prepare high-quality correspondence, meeting materials, and Officer/Executive-level presentations
• Support and coordinate division planning cycles, business reviews, and leadership team meetings
• Monitor key initiatives, timelines, and deliverables to ensure accountability and forward momentum
• Help prioritize and organize complex workstreams to align with enterprise goals
• Prepares and delivers high-quality reports, presentations, and executive summaries on behalf of the executive, synthesizing complex information into clear, actionable insights for internal and external stakeholders.
• Anticipate needs and remove obstacles to maximize the Officer’s impact
• Support internal communications and assist in drafting messages, updates, and presentations for broader audiences
• Maintain the highest levels of confidentiality and discretion in handling sensitive information
• Collaborate across divisions to support the Officer’s internal partnerships and influence
• Prepare the Officer for meetings and engagements by gathering insights, briefing materials, and follow-ups
• Serve as a representative for the executive in internal meetings as needed, tracking action items and ensuring closure
• Partner with internal teams to manage special projects from concept through execution
• Implement tools, templates, or processes that improve team efficiency and alignment
• Track budgets, vendor relationships, and key operational metrics as needed

Benefits

• Great Pay - opportunity to participate in AAA discretionary annual incentive plan or other incentive plans depending upon position
• 401k Matching – $1 for $1 company match up to 6% of eligible earnings per pay period
• Medical, Dental, Vision, wellness program and more!
• Paid Holidays
• Paid Time Off – Team Members accrue paid time off monthly.
• Depending on position, an additional 24 hours per year are earmarked for volunteer activities.
• Collaborative Environment – AAA will value your contribution to providing exceptional service to our members
• Free AAA Classic Membership
• AAA Product Discounts
• Tuition Reimbursement Program

What This Job Offers

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