Executive Assistant

Allied Universal; Irvine (CA); On-site; USD 33,000 - 41,000; Full time

Benefits offered by this job

Hourly rate: $24-30/hr

Medical, dental, vision, basic life, &

Eight paid holidays annually

Vacation accrual 3.08 hours biweekly

Job summary

Allied Universal is seeking an Executive Assistant to provide C-level support to the executive leadership team in Irvine. The role focuses on calendar management, travel arrangements, event coordination, and confidential communications to support strategic initiatives.

Responsibilities include coordinating meetings, managing expenses, handling vendor services, and ensuring discretion in a fast-paced environment. This position requires strong organizational skills and professional presence.

Qualifications

• High school diploma or equivalent.
• Minimum of five (5) years of administrative experience.
• Minimum of two (2) years of work experience providing administrative support to executive leadership.
• Outstanding communication skills, professional presence, and excellent organization skills.
• Comfortable working in a fast-paced and changing office environment.
• Flexible, responsible, dependable, and efficient.
• Energetic and focused personality with a demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines.
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology.
• Professional, articulate, and able to use good independent judgment and discretion.
• Proven ability to maintain correspondence, discussions, and materials in strictest confidence.

Responsibilities

• Schedule and/or reschedule meetings, conferences, and travel to coincide with calendars; deciding venues, menus, and layout/floor plans for events; plan on and off-site meetings, manage catering requests, and prepare meeting material
• Negotiate rates and sign contracts for car and airport services, catering, restaurants, etc., related to executive business travel/meetings
• Manage company suite and sporting events
• Management oversight of business event planning to include scheduling of presenters and coordination of vendor services
• Make domestic and international travel arrangements for Executive Team
• Manage expense reporting and reconciliation
• Manage invoice processing and payment activities, including the review, approval, and disbursement of donation payments.
• Provide top-level executive support while maintaining high levels of discretion and professionalism in a fast-paced environment
• Answer, screen, and direct phone calls
• Anticipate follow-ups and proactively manage upcoming needs
• Distribute incoming and outgoing mail; prepare and ship overnight packages
• Manage complex calendars and scheduling requirements for the Executive Team
• Write and distribute email, correspondence memos, letters, and forms
• Assist with printing, scanning, faxing, and uploading of documents.
• Act as the point of contact for internal and external clients on behalf of senior executives
• Communicate property repair and maintenance requests in a timely manner and follow-ups as needed
• Provide assistance with special projects as needed. While regular business hours will apply, this role may require overtime and additional availability on an as-needed basis to support operational priorities.

Skills

Administrative experience

Executive support

Microsoft Office

Communication

Discretion/confidentiality

Education

High school diploma

College degree (business/related)

Tools

Office management software

Microsoft Office Suite

Job description

Executive Assistant

Job Locations

US-CA-Irvine

Overview

Company Overview:

Allied Universal, North America's leading security and facility services company, offers rewarding careers that provide you a sense of purpose. While working in a dynamic, welcoming, and collaborative workplace, you will be part of a team that contributes to a culture that positively impacts the communities and customers we serve.

Job Description

Allied Universal is hiring an Executive Assistant. The Executive Assistant position will provide C-level support for the executive leadership team by managing and supporting their initiatives, operations, daily activities, events, and communications. To manage this job properly you should have a detailed understanding of organizing and managing meetings, experience booking domestic and international travel, and extensive experience managing calendars for multiple senior executives.

RESPONSIBILITIES:

• Schedule and/or reschedule meetings, conferences, and travel to coincide with calendars; deciding venues, menus, and layout/floor plans for events; plan on and off-site meetings, manage catering requests, and prepare meeting material
• Negotiate rates and sign contracts for car and airport services, catering, restaurants, etc., related to executive business travel/meetings
• Manage company suite and sporting events
• Management oversight of business event planning to include scheduling of presenters and coordination of vendor services
• Make domestic and international travel arrangements for Executive Team
• Manage expense reporting and reconciliation
• Manage invoice processing and payment activities, including the review, approval, and disbursement of donation payments.
• Provide top-level executive support while maintaining high levels of discretion and professionalism in a fast-paced environment
• Answer, screen, and direct phone calls
• Anticipate follow-ups and proactively manage upcoming needs
• Distribute incoming and outgoing mail; prepare and ship overnight packages
• Manage complex calendars and scheduling requirements for the Executive Team
• Write and distribute email, correspondence memos, letters, and forms
• Assist with printing, scanning, faxing, and uploading of documents.
• Act as the point of contact for internal and external clients on behalf of senior executives
• Communicate property repair and maintenance requests in a timely manner and follow-ups as needed
• Provide assistance with special projects as needed. While regular business hours will apply, this role may require overtime and additional availability on an as-needed basis to support operational priorities.

QUALIFICATIONS:

• High school diploma or equivalent
• Minimum of five (5) years of administrative experience
• Minimum of two (2) years of work experience providing administrative support to executive leadership
• Outstanding communication skills, professional presence, and excellent organization skills
• Comfortable working in a fast-paced and changing office environment
• Flexible, responsible, dependable, and efficient
• Energetic and focused personality with a demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology
• Professional, articulate, and able to use good independent judgment and discretion
• Proven ability to maintain correspondence, discussions, and materials in strictest confidence

PREFERRED QUALIFICATIONS:

• College degree in business administration, management, procurement, or related field
• California State Notary License

BENEFITS:

• Hourly Rate: $24-30/hr
• Medical, dental, vision, basic life, AD&D, retirement plan and disability insurance
• Eight paid holidays annually, five sick days, and four personal day
• Vacation time offered at an accrual rate of 3.08 hours biweekly. Unused vacation is only paid out where required by law.

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Closing

Allied Universal is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com

If you have difficulty using the online system and require an alternate method to apply or require an accommodation, please contact our local Human Resources department. To find an office near you, please visit: www.aus.com/offices.

Requisition ID

2026-1658897