Executive Assistant

Vaco Recruiter Services; Irvine (CA); Hybrid; USD 114,616,000 - 143,270,000; Part time

Benefits offered by this job

Discretionary bonus

Medical, dental, and vision benefits

401(k) retirement plan

Job summary

Vaco Recruiter Services in Irvine, CA is seeking an experienced Executive Assistant to support senior leadership in a hybrid, contract role. The position emphasizes proactive calendar management, travel coordination, and handling confidential information with discretion.

The ideal candidate will thrive in a fast-paced environment, demonstrate strong communication, and partner with executives to streamline operations. Compensation ranges from $40–$50/hour DOE.

Qualifications

• 5+ years of experience supporting two or more senior-level executives
• Proven experience managing complex calendars and executive schedules
• Strong background coordinating travel, meetings, and event logistics
• Experience processing expense reports and credit card reconciliations
• Exceptional organizational skills and attention to detail

Responsibilities

• Provide executive-level administrative support to senior leadership
• Proactively manage complex calendars, scheduling changes, and shifting priorities
• Coordinate domestic and international travel arrangements, accommodations, and itineraries
• Organize executive meetings, off-sites, and special events
• Prepare agendas, presentations, reports, meeting materials, and correspondence
• Take and distribute meeting notes and track action items as needed
• Process expense reports and reconcile corporate credit card statements
• Manage multiple projects simultaneously while meeting deadlines
• Serve as a liaison between executives and internal/external stakeholders
• Handle confidential and sensitive information with the highest level of discretion
• Identify opportunities to streamline processes and improve efficiencies
• Provide administrative support for special projects and business initiatives

Skills

Calendar management

Travel coordination

Executive support

Communication

Discretion

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Excel

PowerPoint

Word

Job description

Executive Assistant

Location: Irvine, CA (Hybrid)
Schedule: Monday–Thursday Onsite | Friday Remote
Compensation: $40–$50/hour DOE
Employment Type: Contract

Position Overview

A growing and fast-paced organization is seeking an experienced Executive Assistant to provide high-level support to senior leadership. This role requires a proactive, resourceful professional who can anticipate needs, manage competing priorities, and serve as a trusted partner to executives.

The ideal candidate thrives in a dynamic environment, exercises sound judgment, and is comfortable supporting leaders with demanding schedules and frequent travel.

Key Responsibilities

• Provide executive-level administrative support to senior leadership
• Proactively manage complex calendars, scheduling changes, and shifting priorities
• Coordinate domestic and international travel arrangements, accommodations, and itineraries
• Organize executive meetings, off-sites, and special events
• Prepare agendas, presentations, reports, meeting materials, and correspondence
• Take and distribute meeting notes and track action items as needed
• Process expense reports and reconcile corporate credit card statements
• Manage multiple projects simultaneously while meeting deadlines
• Serve as a liaison between executives and internal/external stakeholders
• Handle confidential and sensitive information with the highest level of discretion
• Identify opportunities to streamline processes and improve efficiencies
• Provide administrative support for special projects and business initiatives

Qualifications

• 5+ years of experience supporting two or more senior-level executives
• Proven experience managing complex calendars and executive schedules
• Strong background coordinating travel, meetings, and event logistics
• Experience processing expense reports and credit card reconciliations
• Exceptional organizational skills and attention to detail
• Ability to prioritize effectively in a fast-paced environment
• Self-starter with a proactive, solutions-oriented mindset
• Strong written and verbal communication skills
• High degree of professionalism, discretion, and integrity
• Ability to work independently and adapt to changing priorities

Preferred Qualifications

• Bachelor's degree preferred
• Advanced proficiency with Microsoft Outlook, Excel, PowerPoint, and Word
• Experience with Concur, TripIt, or similar travel and expense management platforms
• Experience supporting executives in a high-growth or rapidly evolving organization

What We’re Looking For

This opportunity is ideal for an Executive Assistant who takes ownership, anticipates needs before they arise, and enjoys being a strategic partner to leadership. Success in this role requires initiative, adaptability, and a strong ability to create structure and efficiency in a constantly evolving environment.

Benefits

• Will be eligible for discretionary bonuses
• Can participate in medical, dental, and vision benefits
• Can participate in the company’s 401(k) retirement plan