Executive Assistant

Aspire General Insurance Services; Rancho Cucamonga (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Aspire General Insurance Services seeks an Executive Assistant to support the CEO at our Rancho Cucamonga headquarters. The role requires proactive calendar management, travel coordination, and professional communications, with a focus on discretion and executive-level support.

You will prepare materials, manage confidential information, coordinate internal and external meetings, and help keep high-priority initiatives on track in a fast-paced environment. This is an onsite role.

Qualifications

• Experience supporting a CEO or senior executive.
• Proven ability to manage complex calendars and travel itineraries.
• Excellent written and verbal communication; highly confidential.

Responsibilities

• Manage the CEO’s calendar, meetings, and daily schedule.
• Coordinate internal and external meetings and travel.
• Draft and review emails, memos, and reports for executive leadership.
• Screen and route communications and maintain confidential files.
• Prepare agendas and materials for meetings; capture minutes and action items.

Skills

CEO support

Calendar management

Travel coordination

Communications

Discretion

Microsoft Office

Tools

Microsoft Office

Outlook

Teams

Word

Excel

Job description

Executive Assistant to the Chief Executive Officer

About the Opportunity

AGIS is seeking a highly organized, polished, and proactive Executive Assistant to support our Chief Executive Officer at our corporate headquarters in Rancho Cucamonga, California.

This is a high-visibility role for someone who thrives in a fast-paced environment, operates with exceptional professionalism and discretion, and knows how to stay several steps ahead of a busy executive.

The Executive Assistant will serve as a trusted partner to the CEO, managing a complex calendar, coordinating meetings and travel, preparing executive-level communications and materials, and helping keep important priorities moving forward.

This position is fully onsite at our Rancho Cucamonga headquarters and is not a remote or hybrid opportunity.

Executive & Calendar Support:

• Manage and prioritize the CEO’s calendar, meetings, appointments, and daily schedule.
• Anticipate scheduling needs and proactively resolve calendar conflicts.
• Coordinate internal and external meetings and ensure the CEO is prepared with necessary information and materials.
• Help prioritize competing commitments and changing business needs.
• Serve as a key point of contact between the CEO and internal and external stakeholders.
• Draft, review, and manage professional emails, correspondence, memos, reports, and other communications.
• Screen and appropriately route incoming communications.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

Meeting Coordination:

• Prepare meeting agendas, presentations, reports, and supporting materials.
• Coordinate logistics for in-person and virtual meetings.
• Attend meetings as needed, capture minutes and action items, and assist with follow-up.
• Track outstanding items and help ensure commitments and deadlines stay on schedule.

Travel & Logistics:

• Coordinate business travel, including flights, hotels, transportation, itineraries, and related arrangements.
• Manage changes to travel plans and schedules as needed.
• Assist with expense reporting and travel-related documentation.
• Executive & Administrative Support
• Maintain organized executive files, records, reports, and confidential documentation.
• Support special projects and executive initiatives as assigned.
• Coordinate with internal departments, leadership, vendors, and external business partners.
• Anticipate needs, identify priorities, and help ensure day-to-day executive operations run smoothly.

What We’re Looking For:

• Previous experience supporting a CEO, President, C‑Suite executive, or senior executive leader.
• Strong experience managing complex calendars, meetings, travel, and competing priorities.
• Excellent written and verbal communication skills.
• Exceptional organization and attention to detail.
• Strong judgment and ability to handle highly confidential information.
• Ability to work independently, take initiative, and anticipate executive needs.
• Comfortable working in a fast‑paced environment where priorities may change quickly.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Professional, dependable, and able to communicate effectively with individuals at all levels of an organization.

Aspire is an Equal Opportunity Employer committed to creating an inclusive workplace where all employees and applicants are treated with dignity and respect. All qualified applicants will receive consideration for employment without regard to any characteristic protected by applicable federal, state, or local law.

Aspire provides reasonable accommodations to qualified individuals with disabilities and for sincerely held religious beliefs and practices. Applicants requiring accommodation during any stage of the recruitment or hiring process should inform us right away.

Aspire complies with all applicable fair chance, ban‑the‑box, and criminal history consideration laws. Qualified applicants with criminal histories will be considered in a manner consistent with applicable law and the requirements of the position.

The pay range provided for this position represents the Company's good‑faith estimate of the compensation for this role at the time of posting. Compensation for this position will be determined based on job‑related qualifications, experience, education, skills, geographic location, and business needs. Aspire reserves the right to modify compensation and benefits programs as permitted by law.