Executive Assistant

Addison Group; Irvine (CA); On-site; USD 68,000 - 83,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

401(k)

Paid vacation

Sick time

Holidays

Job summary

Addison Group in Irvine, CA is seeking an experienced Executive Assistant / Office Administrator to support the President, CEO, and senior leadership. The role combines executive-level assistance with hands-on office management and culture initiatives to ensure a smooth-running, welcoming environment.

The successful candidate will proactively organize schedules, coordinate travel, handle confidential information, and foster a positive day-to-day experience for the team in a direct-hire, on-site

Qualifications

• Proven experience as an Executive Assistant or Office Administrator supporting C-suite or senior leadership.
• Strong organizational skills and exceptional attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to take initiative and work independently.
• Strong multitasking and time-management capabilities.
• Proficiency with Microsoft Office, especially Excel.

Responsibilities

• Coordinate executive travel (flights, hotels, transportation) and manage expense reports.
• Maintain and organize calendars, meetings, and documentation for the President, CEO, and senior leadership.
• Oversee daily office operations, vendor relations, and office supplies.
• Support company culture initiatives and employee engagement activities.
• Prepare closing binders and assist with reporting and project coordination.

Job description

Location: Irvine, CA

Assignment Type: Direct Hire

Pay: $75,000 annually

Work Schedule: Monday-Friday, 8:30 AM-5:00 PM

Benefits: Medical, dental, vision, life insurance, 401(k), paid vacation, sick time, and holidays.

About The Company

Our client operates within the construction and leasing industry and offers a close-knit, collaborative office environment with approximately 13 employees. They value strong relationships, teamwork, and maintaining a positive workplace culture. They are looking for someone who takes pride in supporting others, keeping the office running smoothly, and becoming a trusted resource for the entire team.

Job Description

Our client is seeking an experienced Executive Assistant / Office Administrator to provide administrative support to the President, CEO, and senior leadership team while overseeing general office operations.

This position combines executive-level administrative support with hands-on office management and company culture initiatives. The ideal candidate is proactive, highly organized, personable, and naturally takes ownership of responsibilities without needing constant direction. This individual will play an important role in ensuring leadership is supported, the office remains organized and welcoming, and employees have a positive day-to-day experience.

Key Responsibilities

• Coordinate executive travel arrangements, including flights, hotels, rental cars, and other accommodations.
• Prepare and manage executive expense reports, reservations, and administrative requests.
• Maintain Excel spreadsheets, track expenses, and assist with general reporting.
• Provide phone coverage and administrative support to the President, CEO, and senior leadership.
• Oversee daily office operations, ensuring common areas and workspaces remain clean, organized, and presentable.
• Manage office supplies, inventory, vendor relationships, and service contracts.
• Research pricing, compare vendors, and identify opportunities to reduce office expenses.
• Prepare and organize closing binders, ensuring all documentation is accurate and complete.
• Provide administrative support related to construction and leasing activities as needed.
• Plan and coordinate company events, employee birthdays, holiday celebrations, office parties, and team-building activities.
• Help foster a positive office culture by encouraging employee engagement and creating a welcoming environment.

Qualifications

• Previous experience as an Executive Assistant, Office Administrator, Administrative Assistant, or in a similar support role.
• Strong organizational skills and exceptional attention to detail.
• Excellent communication and interpersonal skills.
• Comfortable interacting with senior leadership and supporting multiple individuals.
• Ability to take initiative, anticipate needs, and work independently.
• Strong multitasking, problem-solving, and time-management abilities.
• Proficiency in Microsoft Office, particularly Excel.
• Professional, dependable, resourceful, and personable demeanor.
• Ability to manage confidential information with discretion.
• Experience in construction, real estate, or leasing is a plus but not required.
• 100% employer-paid medical, dental, and life insurance.
• Voluntary vision and hospital coverage.
• 401(k) eligibility starting Day 1 with a Safe Harbor plan.
• Two weeks of accrued vacation.
• 10 sick days (prorated during the first year).
• Opportunity to become an integral part of a close-knit team and company culture.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.