Executive Administrative & Personal Assistant to CEO

Families Together of Orange County; Tustin, Northern (CA, KY); Hybrid; USD 39,000 - 41,000; Full time

Job summary

Paylocity in Tustin, CA is seeking an Administrative Assistant who can also function as a Personal Assistant to the CEO. The role offers Monday to Friday, 9am–6pm, with a salary of $28 to $30 per hour depending on experience.

The successful candidate will be highly organized, discreet, and proficient with Microsoft Office, providing critical support to the CEO and Executive Assistant in a fast-paced, collaborative environment.

Qualifications

• At least two years of administrative experience.
• Thrives in a fast-paced environment.
• Strong verbal and written articulacy.
• Professional discretion.
• Computer literacy.
• Strong organizational skills.
• Efficient in completing tasks.

Responsibilities

• Handle requested administrative tasks and provide ongoing administrative support.
• Coordinate travel plans and book flights and accommodations.
• Support executive leadership with scheduling, calendars, and project coordination.
• Serve as a trusted partner across departments to promote collaboration and clear communication.
• Coordinate meetings and scheduling accuracy.
• Plan and coordinate all-staff meetings, retreats, and events.
• Manage sensitive and confidential information with discretion.
• Organize and plan meetings; take notes during meetings or follow-ups.
• Assist with personal and executive tasks as needed.
• Handle ad hoc requests.

Skills

Administrative experience

Fast-paced environment

Verbal communication

Written communication

Discretion

Organization

Efficiency

Microsoft Office

Tools

Microsoft Office

Job description

Description

Salary: $28 to $30 an hour, depending on experience

Location: Tustin, CA

Schedule: Monday to Friday 9am to 6pm

FTOC is seeking a dynamic and highly organized Administrative Assistant that can also function as a Personal Assistant to the CEO to streamline daily tasks, both personal and administrative. This position works closely to with the Executive Assistant and offers an exciting opportunity to be at the heart of a fast-paced, collaborative environment, ensuring that CEO’ requests are managed efficiently and that the day runs smoothly. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to facilitate everyday tasks. This paid position is perfect for someone eager to contribute to a vibrant team while honing their administrative expertise.

Core Duties and responsibilities, include but are not limited to:

• Handling requested administrative tasks and providing ongoing administrative support
• Coordinating travel plans and overseeing booking flights and accommodations
• Support other Executive Leadership team members as needed, including scheduling calendars and project coordination, document preparation, and other admin tasks.
• Serve as a trusted partner to staff across departments to promote collaboration and ensure clear communication between leadership and team members.
• Coordinate with internal departments to confirm meetings and scheduling accuracy.
• Help plan and coordinate all-staff meetings, retreats, appreciation events, and initiatives.
• Storing sensitive n and confidential information, requiring exceptional discretion
• Organizing and planning meetings.
• Exercise good judgement in a variety of situations.
• Managing personal errands and running errands
• Order and pick up breakfast, lunch, or dinner for meetings, coffee, etc.
• Taking notes during meetings or follow-up emails
• Caring for pets when in the office
• Conducting or preparing any research
• Various ad hoc requests
• Other duties as assigned

Required Skills and Experience

• At least two years of administrative experience
• Thrives in a past pace environment
• Verbal and written articulacy
• Professional discretion
• Computer literacy
• Strong organizational skills
• Efficiency
• Microsoft Office Suite