Executive Assistant

Vaco; Irvine (CA); On-site; USD 85,000 - 100,000; Full time

Job summary

Vaco by Highspring in Irvine, CA is seeking an experienced Executive Assistant to support a fast-moving CEO in a high-visibility, discreet environment.

You will manage complex calendars, coordinate travel, prepare materials and briefings, take notes, handle expenses, and support contracts and special projects.

A Bachelor's degree and 5+ years of C-suite support are required; the role is full-time and onsite with a competitive salary DOE.

Qualifications

• Bachelor's degree required.
• 5+ years of Executive Assistant experience supporting C-suite executives.
• Experience managing complex calendars and travel arrangements.
• Strong proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Exceptional organizational, prioritization, and problem-solving abilities.
• Ability to work independently and maintain strict confidentiality.
• Stable work history with demonstrated longevity.

Responsibilities

• Manage complex business and personal calendars.
• Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and reservations.
• Prepare daily schedules, meeting materials, and executive briefings.
• Take meeting notes and Board meeting minutes.
• Manage expense reporting and executive administrative support.
• Coordinate events, meetings, and special projects.
• Assist with contracts, forms, filings, and executive documentation.
• Support family office and executive business initiatives.
• Anticipate needs, solve problems proactively, and ensure seamless day-to-day operations.

Skills

Calendar management

Travel coordination

Executive support

Communication

Discretion

Independent work

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Irvine, CA | 100% Onsite
$85,000 - $100,000 DOE | Full-Time

About the Role

Executive Assistant to CEO

Our client is seeking a highly organized, proactive, and polished Executive Assistant to support a fast-paced CEO within an investment and family office environment. This is a high-visibility position requiring exceptional attention to detail, sound judgment, and the ability to manage confidential information with professionalism and discretion.

Responsibilities

• Manage complex business and personal calendars
• Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and reservations
• Prepare daily schedules, meeting materials, and executive briefings
• Take meeting notes and Board meeting minutes
• Manage expense reporting and executive administrative support
• Coordinate events, meetings, and special projects
• Assist with contracts, forms, filings, and executive documentation
• Support family office and executive business initiatives
• Anticipate needs, solve problems proactively, and ensure seamless day-to-day operations

Qualifications

• Bachelor's degree required
• 5+ years of Executive Assistant experience supporting C-suite executives
• Extensive experience managing complex calendars and travel arrangements
• Strong proficiency in Microsoft Office Suite
• Excellent written and verbal communication skills
• Exceptional organizational, prioritization, and problem-solving abilities
• Ability to work independently and maintain strict confidentiality
• Stable work history with demonstrated longevity

Preferred Background

• Legal, paralegal, finance, investment, wealth management, private equity, or family office experience
• Experience reviewing contracts or legal documentation
• Familiarity with AI tools such as ChatGPT or Claude
• Event planning and project coordination experience

Ideal Candidate

• Calm, confident, and professional under pressure
• Highly trustworthy, discreet, and genuine
• Analytical and detail-oriented
• Comfortable supporting a direct, fast-moving executive
• Tech-savvy and resourceful
• Seeking a long-term opportunity with a growing organization

What We\'re Looking For

This role is ideal for an Executive Assistant who thrives in a demanding environment, takes ownership of their work, and enjoys being a trusted partner to an executive leader. The right person will bring a service-oriented mindset, strong initiative and a commitment to excellence.

Compensation

Compensation: $85,000 - $100,000 DOE

Schedule

Schedule: Monday-Friday, 100% onsite in Irvine, CA

Employment Type

Employment Type: Full-Time

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries (\"we,\" \"our,\" or \"Vaco by Highspring\") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.