We are seeking a highly organized, proactive, trustworthy, and discreet Executive Assistant to provide comprehensive support to executive leadership. This position requires an exceptional level of discretion, confidentiality, professional judgment, and integrity, as the Executive Assistant will regularly have access to sensitive business, personnel, financial, executive, and personal information.

The Executive Assistant will be responsible for managing a demanding and frequently changing calendar, prioritizing emails and communications, coordinating business and personal appointments, screening calls, and ensuring the executive’s time and attention are focused on the highest-priority matters.

The ideal candidate must be able to work independently, exercise sound judgment, anticipate executive needs, and effectively prioritize competing demands with minimal direction.

This is not a remote position. This role is required to work on-site Monday through Friday in Buena Park, California.

Responsibilities

Executive Calendar & Priority Management

• Manage a complex, high-volume, and frequently changing executive calendar.
• Coordinate and prioritize business meetings, personal appointments, calls, events, and other commitments.
• Exercise discretion and independent judgment when determining the priority and urgency of meetings, appointments, calls, and requests.
• Proactively identify and resolve scheduling conflicts and recommend appropriate alternatives.
• Protect and optimize the executive’s time by prioritizing, redirecting, scheduling, or escalating requests as appropriate.
• Anticipate upcoming commitments, deadlines, meetings, and scheduling needs.
• Ensure the executive is appropriately prepared for upcoming meetings and appointments.

Email, Calls & Communications

• Monitor, organize, and prioritize high-volume executive email and communications.
• Identify urgent and high-priority matters requiring immediate executive attention.
• Screen and prioritize incoming calls, messages, meeting requests, and correspondence.
• Exercise sound judgment in determining which matters should be escalated, delegated, scheduled, deferred, or handled independently when authorized.
• Draft professional correspondence and responses on behalf of the executive as appropriate.
• Follow up on outstanding communications, requests, and action items.
• Maintain strict confidentiality regarding all communications and information encountered through the position.

Confidentiality & Discretion

• Maintain the highest level of confidentiality and discretion at all times.
• Safeguard sensitive business, personnel, financial, legal, strategic, executive, and personal information.
• Exercise exceptional judgment when handling private conversations, correspondence, documents, calendars, meetings, and executive matters.
• Ensure confidential or sensitive information is only shared with authorized individuals.
• Handle sensitive employee and business information in accordance with company policies and applicable laws.
• Recognize situations requiring heightened confidentiality and appropriately escalate matters when necessary.
• Maintain professional boundaries and exercise discretion when coordinating the executive’s personal and business affairs.
• Demonstrate integrity, professionalism, trustworthiness, and sound judgment in all interactions.

Executive & Administrative Support

• Serve as a trusted point of contact between the executive and internal and external stakeholders.
• Prepare correspondence, reports, presentations, meeting materials, and other executive-level documents.
• Track executive commitments, action items, deadlines, and follow-up activities.
• Coordinate travel arrangements, itineraries, transportation, accommodations, and reservations.
• Organize and maintain confidential records and electronic files.
• Assist with special projects and executive assignments with minimal supervision.
• Prepare and organize expense reports, receipts, invoices, and other administrative documentation.
• Coordinate meetings, business meals, events, and executive arrangements.

Business & Personal Support

• Coordinate authorized personal appointments, reservations, scheduling matters, and other personal administrative needs.
• Integrate personal commitments with the executive’s business calendar while maintaining appropriate confidentiality.
• Communicate with external contacts and service providers on the executive’s behalf when authorized.
• Handle personal information and requests with the same level of confidentiality, professionalism, and discretion required for company matters.

Qualifications

• 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or in a comparable high-level executive support role preferred.
• Experience directly supporting a CEO, Founder, President, C-suite executive, or senior leader strongly preferred.
• Proven experience managing complex, high-volume executive calendars.
• Demonstrated experience managing and prioritizing high-volume executive communications.
• Demonstrated ability to maintain strict confidentiality and handle highly sensitive information.
• Exceptional discretion, integrity, professionalism, and sound judgment.
• Ability to independently prioritize competing requests and determine appropriate courses of action.
• Strong organizational, time-management, and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft Office and/or Google Workspace.
• Ability to anticipate executive needs and proactively address potential issues.
• Ability to work effectively with minimal supervision in a fast-paced and frequently changing environment.

Core Competencies

• Confidentiality and discretion
• Integrity and trustworthiness
• Independent judgment
• Executive calendar management
• Prioritization and decision-making
• Professional communication
• Organization and attention to detail
• Problem-solving
• Adaptability and sense of urgency
• Executive presence
• Follow-through and accountability

Work Environment & Schedule

This is a full-time, on-site position in Buena Park, California, Monday through Friday. This position is not eligible for remote work.

The Executive Assistant must be able to effectively manage changing priorities and executive scheduling needs. Occasional schedule flexibility may be required based on legitimate business needs, executive meetings, travel, appointments, or special events.

Pay $70,304 per year