Executive Assistant

TrustedTech; Irvine (CA); On-site; USD 76,500 - 93,500; Full time

Benefits offered by this job

Employer-paid medical coverage (CA)

Dental and vision coverage

401(k) with 4% match

Paid vacation, sick leave, holidays

Paid parental leave

EAP

Job summary

TrustedTech in Irvine seeks an exceptional Executive Assistant to partner with the C-Suite. This high-trust role manages calendars, travel, communications, and cross-functional coordination, ensuring executives are prepared and focused.

The ideal candidate brings 4+ years of executive support, expert calendar control, superior written and verbal skills, and the discretion to handle sensitive information with integrity. Onsite at Irvine HQ with a Monday–Friday schedule; compensation around $85K.

Qualifications

• 4+ years of executive support at the C-Suite/VP level preferred.
• Exceptional organizational and multitasking abilities.
• Advanced proficiency in Microsoft Office 365 and Google Workspace; familiarity with Slack/Teams and Jira.
• Valid driver’s license required for occasional off-site errands.
• Outstanding written and verbal communication; ability to reflect executive voice.

Responsibilities

• Manage complex, shifting calendars for C-Suite; prioritize and protect leadership focus.
• Coordinate travel logistics including domestic/international plans and contingencies.
• Draft and route executive communications; maintain professional relationships with stakeholders.
• Plan cross-functional projects with the Chief of Staff and other leaders; track action items and blockers.
• Oversee executive expense reporting, budgeting, and vendor coordination.

Skills

Executive support

Calendar management

MS Office 365

Google Workspace

Slack/Teams

Jira

Communication

Discretion & confidentiality

Travel coordination

Flexibility

Education

Bachelor’s degree in Business Administration

Tools

Jira

Job description

TrustedTech is a leading Microsoft Cloud Solution Provider (CSP) specializing in Microsoft Cloud services, Microsoft perpetual licensing, and Microsoft Support Services for medium and enterprise-sized businesses. Our robust team of in-house, U.S-based Microsoft architects and engineers are certified in all 6/6 Microsoft Solutions Partner Designations in the Microsoft Cloud Partner Program.

Prioritizing a people-centric mission, TrustedTech has transformed the Microsoft software licensing experience, giving IT professionals complete confidence in the success of their Microsoft investment.

Overview

TrustedTech is seeking an exceptional Executive Assistant to serve as a strategic operational partner to our C-Suite leadership team. This role is a high-trust, high-visibility position that sits at the center of the executive office and directly enables the effectiveness, focus, and output of TrustedTech’s most senior leaders.

The right candidate operates with the judgment of a seasoned professional and the instincts of a true strategic partner. They anticipate needs before they’re expressed, manage competing priorities without losing composure, and handle sensitive information with the discretion and integrity that executive-level proximity demands. This person is as comfortable coordinating a complex international travel itinerary as they are preparing a briefing document, managing a high-stakes calendar conflict, or quietly resolving an operational issue before it reaches the executive’s desk.

Responsibilities

Executive Calendar & Time Management

• Own and manage complex, continuously shifting calendars for C-Suite executives, making intelligent prioritization decisions that protect leadership’s focus and ensure time is allocated to the highest-value work.
• Coordinate scheduling across internal leadership, external partners, clients, and stakeholders, managing conflicts with diplomacy and resolving them proactively before they escalated.
• Prepare executives for each day (briefing them on priorities, upcoming meetings, relevant context, and any items requiring decisions or follow-through), so they are always walking into every room fully prepared.
• Maintain a clear view of executive commitments across time zones, ensuring nothing is double-booked, missed, or under-prepared.

Global Travel & Logistics

• Plan and manage end-to-end domestic and international travel for executives, including flights, accommodations, ground transportation, visas, and itinerary documentation; with contingencies built in for the unexpected.
• Anticipate executive preferences, logistical risks, and schedule constraints when building travel plans, delivering a seamless experience that minimizes friction and maximizes productivity on the road.
• Coordinate travel logistics for executive-level events, off-sites, and client engagements, managing multiple stakeholders and moving parts with precision.

Communication & Stakeholder Management

• Act as a professional, polished gatekeeper and communication bridge between the C-Suite, internal leadership teams, and external stakeholders; managing correspondence, routing inquiries, and ensuring nothing falls through the cracks.
• Draft, review, and send executive communications, including emails, responses, briefing summaries, and internal updates on behalf of leadership when appropriate, maintaining the executive’s voice and standards throughout.
• Build and maintain strong working relationships with counterparts across the organization and externally (including enterprise clients and key vendors), always representing the executive office with professionalism.

Operational Support & Cross-Functional Coordination

• Plan and manage cross-functional projects and initiatives on behalf of executives, driving workstreams to completion by tracking action items, following up with owners, and surfacing blockers before they delay outcomes.
• Partner closely with the Chief of Staff on executive operating rhythms, strategic planning activities, and leadership team coordination, serving as an extension of the Chief of Staff’s function in day-to-day execution.
• Manage executive expense reporting, invoice approvals, and budget tracking with accuracy and timeliness, ensuring compliance with company policies.
• Coordinate personal logistics and errands for executives as needed, handling requests with discretion and ensuring tasks are completed with the same standard applied to professional commitments.

Event Planning & Executive Presence

• Plan and execute internal and off-site executive events, including leadership team off-sites, board meetings, client dinners, and culture-building activities; managing all logistics, vendor coordination, and on-site execution.
• Represent the executive office in internal and external settings with the composure, professionalism, and polish that senior leadership requires from those closest to them.

Discretion, Confidentiality & Information Governance

• Handle all sensitive and confidential information (including personnel matters, financial discussions, legal communications, and strategic plans) with absolute integrity and strict need-to-know discipline.
• Exercise mature, independent judgment in determining what information to share, with whom, and when; understanding that proximity to the C-Suite requires a higher standard of discretion than almost any other role in the organization.

Required Skills & Qualifications (must-haves)

• 4+ years of demonstrated executive support (experience at the C-Suite or VP level is highly preferred), with a track record of managing complex, fast-moving executive offices in a professional, high-standard environment.
• Exceptional organizational and multitasking abilities; this role requires managing multiple executives, dozens of active priorities, and a constantly shifting landscape without losing accuracy or composure.
• Advanced proficiency in the Microsoft Office 365 Suite, Google Suite (calendar and email management), Slack/Teams, as well as project management tools (Jira), with a high aptitude for quickly adopting new productivity and collaboration tools.
• A valid driver’s license and a clean driving record are required for executing occasional off-site company errands (TrustedTech provides dedicated mileage tracking and full gas reimbursement for all corporate duties and errands).
• Outstanding written and verbal communication skills, with the ability to draft executive-quality correspondence, briefings, and communications that reflect the voice and standards of senior leadership.
• High emotional intelligence and a hospitality-first mindset; the ability to read a room, manage relationships with diverse stakeholders, and handle sensitive situations with maturity, warmth, and professionalism.
• Availability and flexibility to accommodate executive schedules, including occasionally early morning, evening, or weekend needs when business demands it.

Preferred Skills & Qualifications (nice-to-haves)

• Prior experience supporting executives in a fast-paced technology, SaaS, or Microsoft partner environment, where pace, ambiguity, and high standards are the norm rather than the exception.
• Experience working in a lean, high-growth environment where wearing multiple hats, navigating rapid change, and building processes from scratch are expected parts of the role.
• Experience partnering directly with a Chief of Staff or similar executive operations function, with an understanding of how to complement and extend that function through day-to-day EA execution.
• Background in event planning or executive off-site coordination, including experience managing vendor relationships, budgets, and on-site logistics for senior leadership events.
• A natural process improvement orientation; someone who doesn’t just complete tasks, but consistently looks for ways to make the executive office run more efficiently and effectively over time.
• Bachelor’s degree in Business Administration, Communications, or a related field, or an equivalent combination of education and professional experience that demonstrates the same level of preparation for this role.
• Type: Onsite at Irvine HQ (UCI Research Park)
• Schedule: Monday – Friday
• Working Hours: 6:00 am to 3:00 pm (with flexibility to work after hours as needed)
• Compensation Details: $85K annually, exempt role (DOE)

- 100% employer-paid base medical coverage: HMO (CA) | PPO (out-of-state)

- Dental and vision coverage

- 401(k) with 4% company match (fully vested)

- Paid vacation, sick leave, and holidays

- Paid parental leave

- Voluntary benefits (STD, life/AD&D, accident, critical illness, hospital)

- Employee Assistance Program (EAP)

(Short-term Disability available for employees outside California)

TrustedTech is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, disability, sexual orientation/gender identity, or any other characteristic protected by applicable law.