Executive Assistant

Ensign Services; Irvine (CA); On-site; USD 80,000 - 85,000; Full time

Benefits offered by this job

Medical/Dental/Vision coverage

Life Insurance

401(k) with company match

Onsite gym

Learning Management System

Training sessions and seminars

Professional growth opportunities

Job summary

Ensign Services, Inc. is seeking an experienced Executive Assistant to provide primary administrative support to the CEO, COO, and CIO at the South Orange County Service Center in San Juan Capistrano.

The role focuses on calendar management, meeting coordination, travel planning, and confidential correspondence. You will interact with all departments, coordinate leadership meetings, and help manage expenses while maintaining discretion and high professional standards.

Qualifications

• 3-5 years of administrative or executive support experience.
• Strong organizational, scheduling and travel coordination skills.
• Excellent written and verbal communication skills, including confidence interacting with senior executives.
• Proficiency in Microsoft Outlook, Word, PowerPoint and Excel.
• Ability to handle highly confidential information with discretion.
• Proactive, service-oriented mindset and ability to work independently.
• Ability to adapt to differing priorities and working styles of leaders.
• Collaborative approach and strong relationships with leadership teams.
• Strong interpersonal skills and emotional maturity; build trust across the organization.
• Experience planning executive meetings and leadership events.

Responsibilities

• Strong calendar management and prioritization of competing requests.
• Coordinate internal and external meetings with agendas, materials and follow-up.
• Plan detailed travel including flights, hotel, ground transport and itineraries.
• Serve as a professional point of contact for employees and external partners.
• Prepare executive correspondence, presentations and confidential documents.
• Maintain meeting notes and follow up on action items to sustain momentum.
• Anticipate needs by monitoring priorities, deadlines and events.
• Coordinate leadership meetings and events with other assistants and service teams.
• Support internal meeting coordination with discretion and accuracy.
• Manage expense reports, invoices and other admin processes timely.
• Support established administrative workflows and occasional after-hours support.

Skills

Calendar management

Travel coordination

Executive communication

Confidentiality

Independent work

Relationship building

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Excel

Job description

Executive Assistant - (CEO, COO and CIO)

Position Type: Full Time, exempt employee

Salary Range: $80,000 - $85,000, annually, DOE. Compensation will be based on the candidate’s experience, qualifications, and geographic location.

Location: This position based onsite at the Service Center in San Juan Capistrano, CA

About the Company:

Ensign Services, Inc. (“ESI”) is a subsidiary of The Ensign Group, Inc. whose affiliated entities are considered national leaders in the fast-growing post-acute care industry. ESI provides service and support to more than 396 affiliated operations across the post-acute care continuum, which collectively employs more than 55,000 people.

ESI is known as the “Service Center” and provides the facilities and leaders it serves with specialized support in areas such as accounting, construction, compliance, human resources, information technology, learning and development, legal and risk management and recruiting. This structure allows the onsite leaders and caregivers to focus on day-to-day care and operational issues in their individual operations. What sets ESI apart from other companies is the quality of our most valuable resource - our people.

We take our core values of Celebration, Accountability, Passion for Learning, Love One Another, Intelligent Risk Taking, Customer Second, and Ownership (“CAPLICO”) seriously. We want an individual in this role who will demonstrate these values through actions and words.

About the Opportunity

We are seeking a highly capable, thoughtful and proactive Executive Assistant to provide primary administrative support to our CEO, COO and CIO. Based in our South Orange County Service Center in San Juan Capistrano, the Executive Assistant will interact with all departments within the Service Center and operations.

What You’ll Do

• Strong calendar management skills and ability to prioritize many competing requests with minimal guidance.
• Coordinate internal and external meetings including scheduling, agendas, briefing materials, logistics, technology, catering and follow-up.
• Plan detailed travel, including air, hotel, ground transportation and itineraries.
• Serve as a professional point of contact for employees, affiliated leaders and external partners.
• Prepare and organize executive correspondence, presentations, reports, meeting materials and other confidential documents.
• Maintain meeting notes and assist with follow-up items, proactively maintaining momentum and closing communication gaps.
• Anticipate upcoming needs by monitoring priorities, deadlines, travel, meetings and organizational activities.
• Partner closely with other Executive Assistants and Service Center teams to coordinate leadership meetings, events, and special projects.
• Support internal meeting coordination with discretion, accuracy and appropriate follow-through.
• Manage expense reports, invoices, and other administrative processes in a timely and accurate manner.
• Support established administrative processes and workflows.
• Provide occasional support outside regular business hours for travel or scheduling needs.

What You’ll Bring

• At least 3-5 years of administrative or executive support experience.
• Strong organizational, scheduling and travel coordination skills.
• Excellent written and verbal communication skills, including confidence communicating with senior executives and external stakeholders.
• Strong proficiency in Microsoft Outlook, Word, PowerPoint and Excel, with the ability to learn new technology and systems quickly.
• Outstanding attention to detail and a consistent record of producing accurate, polished work.
• Sound judgment and demonstrated ability to handle highly confidential and sensitive information.
• A proactive, service-oriented mindset with the ability to anticipate needs, take ownership and work independently with minimal supervision.
• Ability to learn and adapt to the differing priorities, communication styles and working preferences of different leaders.
• A collaborative approach and demonstrated ability to build strong working relationships with other Executive Assistants and leadership teams.
• Strong interpersonal skills, emotional maturity and the ability to build trust across a decentralized organization.
• Composure, flexibility and resourcefulness when priorities shift or unexpected issues arise.Experience planning executive meetings and leadership events.

Additional Information

Any offer of employment may be contingent upon the successful completion of job-related post-offer requirements, which may include background checks, reference checks, and/or other screenings or examinations as permitted by applicable law.

What We Offer

We are committed to providing a competitive benefits and compensation package which includes medical/dental/vision coverage, company-provided life insurance, 401(k) with company match, and sick/vacation plans. Additionally, enjoy access to our fully equipped onsite gym (San Juan Capistrano office location). We also believe in supporting our employee’s professional growth and development through our Learning Management System as well as training sessions and seminars. Take a look at these benefits (and more!) atwww.ensignbenefits.com

This company is an equal opportunity employer. If you need assistance or accommodation during the application process, please contact us at 888-659-3616.