Corporate Executive Assistant

Global 1st Flagship; Irvine (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Global – a 1st Flagship Company in Irvine seeks a Corporate Executive Assistant to provide confidential support to the CEO and EVP. You will manage schedules, coordinate travel, and prepare executive materials while handling HR filing and internal communications.

The role emphasizes executive support with some office coordination and HR tasks, requiring strong judgment, discretion, and the ability to work across time zones and departments.

Qualifications

• Four or more years of progressively responsible administrative experience, including direct support to senior leaders.
• Demonstrated ability to manage competing priorities, anticipate needs, and follow through on assignments with minimal supervision.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Strong business writing, proofreading, and digital document organization skills.
• Excellent judgment, diplomacy, discretion, and attention to detail when handling sensitive information.
• A professional, service-oriented approach and the ability to work effectively across departments and time zones.
• Ability to learn new enterprise systems and adapt to changing priorities.
• Availability to work on-site at our Irvine headquarters and travel approximately 2–3 times annually.

Responsibilities

• Coordinate executive schedules and priorities: manage calendars, screen requests, schedule meetings across time zones, arrange travel, and prepare expense documentation.
• Prepare leadership for meetings: develop agendas, briefings, and presentation materials; document decisions, track action items, and follow up with responsible team members.
• Create professional executive communications: draft, edit, and proofread correspondence, reports, memos, and other materials with accuracy and discretion.
• Maintain organized corporate records: manage confidential electronic files, contracts, policies, proposals, templates, and version control.
• Support meetings and corporate projects: coordinate leadership meetings, all-hands events, scheduled visits, and selected initiatives; maintain project trackers and status summaries.
• Develop internal communications and materials: prepare newsletters, announcements, fillable forms, flyers, and presentations; support approved external communications.
• Provide confidential HR administrative assistance: scan, label, file, and retrieve personnel documents; follow retention and access-control procedures; report discrepancies to HR.
• Assist with employee coordination: onboarding paperwork, interview scheduling, directory updates, and distribution of HR communications.
• Provide light office support: greet visitors, handle calls, coordinate mail, courier requests, supplies, and vendor needs.
• Improve administrative workflows: use Microsoft 365 and approved AI tools to streamline templates and tracking while protecting confidentiality.

Skills

Admin experience

Microsoft Office

Scheduling

Executive support

Communication

Education

Associate or Bachelor's degree in business/communications

Tools

SharePoint

Canva

ADP or HRIS

Job description

Here at Global – a 1st Flagship Company, a woman-owned small business, we are guided by our core values of Commitment, Integrity, Growth, Accountability, Respect, and Safety. We are a leader in Marine Support Services and Emergency Management and have served as a U.S. Navy prime contractor since 1964, supporting the management, operation, and maintenance of the Navy's Inactive Ship fleet.

Position Overview

We are seeking a resourceful, highly organized Corporate Executive Assistant to provide proactive, confidential support to our CEO and EVP at our Irvine headquarters.

In this role, you will help leadership stay organized, prepared, and informed by managing schedules, coordinating meetings and travel, preparing executive materials, and following through on priorities. You will also support internal communications, selected corporate projects, and basic HR administrative activities, particularly accurate and confidential personnel filing.

Executive support is the primary focus of this position, with limited office coordination and HR administrative assistance performed under HR direction. This opportunity is well suited to someone who anticipates needs, exercises sound judgment, and takes pride in keeping details and commitments on track.

What You'll Be Doing

• Coordinate executive schedules and priorities: Manage complex calendars, screen and prioritize requests, schedule meetings across time zones, arrange travel, and prepare expense documentation.

• Prepare leadership for meetings: Develop agendas, briefings, and presentation materials; document decisions, track action items, and follow up with responsible team members.

• Create professional executive communications: Draft, edit, and proofread correspondence, reports, memos, and other materials with accuracy, discretion, and attention to detail.

• Maintain organized corporate records: Manage confidential electronic files, contracts, policies, proposals, templates, and version control so information is accurate and accessible to authorized users.

• Support meetings and corporate projects: Coordinate leadership meetings, all-hands events, scheduled visits, and selected initiatives. Maintain project trackers, monitor milestones, and compile research and status summaries.

• Develop internal communications and materials: Prepare newsletters, announcements, fillable forms, flyers, and presentations. Support corporate events and approved external communications consistent with company branding and approval requirements.

• Provide confidential HR administrative assistance: Under HR direction, scan, label, file, and retrieve personnel documents; follow record-retention, access-control, and separate medical-file procedures; and bring discrepancies to HR's attention.

• Assist with employee coordination: Support onboarding paperwork, interview scheduling, employee directory and organizational-chart updates, and distribution of HR communications.

• Provide light office support: Welcome occasional scheduled visitors, direct infrequent incoming calls, and coordinate mail, courier requests, supplies, and limited vendor or facility needs.

• Improve administrative workflows: Use Microsoft 365, collaboration tools, and approved AI or automation solutions to streamline templates and tracking while verifying accuracy and protecting confidential information.

What You'll Need to Succeed

Required Qualifications

• Four or more years of progressively responsible administrative experience, including direct support to senior leaders.

• Demonstrated ability to manage competing priorities, anticipate needs, and follow through on assignments with minimal supervision.

• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.

• Strong business writing, proofreading, and digital document organization skills.

• Excellent judgment, diplomacy, discretion, and attention to detail when handling sensitive information.

• A professional, service-oriented approach and the ability to work effectively across departments and time zones.

• Ability to learn new enterprise systems and adapt to changing priorities.

• Availability to work on-site at our Irvine headquarters and travel approximately 2–3 times annually.

Preferred Qualifications

• Experience in government contracting, defense, engineering, technical services, or another regulated business operating across multiple locations.

• Experience supporting two or more executives.

• Familiarity with SharePoint, Adobe Acrobat and fillable PDFs, Canva, ADP or a similar HRIS, and approved AI productivity tools.

• Experience with event planning, internal communications, or proposal administration.

• An associate or bachelor's degree in business, communications, or a related field, or equivalent relevant experience.

Global – A 1st Flagship Company is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, veteran status, or disability.

As a federal contractor all employment offers are contingent on passing a pre-employment background check and drug screen.