Executive Assistant

Jobtailor; San Diego (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor is seeking an organized Executive Assistant to support top executives in San Diego. The role emphasizes calendar control, travel logistics, meeting orchestration, and proactive prioritization to align with company goals.

The candidate will develop and maintain SOPs and establish scalable workflows while coordinating across departments. Strong communication, confidentiality, and meticulous attention to detail are essential in a fast-paced tech-enabled environment.

Qualifications

• 2+ years in an Executive Assistant or senior admin role supporting C-level executives.
• Experience managing complex calendars, travel, meetings, and cross-functional projects.
• Confidentiality and discretion at the highest level.
• Strong verbal and written communication with a customer-service mindset.
• Highly organized with attention to detail in a fast-paced environment.
• Proficient in administrative procedures, records management, and office systems.

Responsibilities

• Manage and coordinate CEO/COO calendars, travel, meetings, and prioritization.
• Coordinate executive meetings with leadership, clients, and partners with logistics and follow-ups.
• Develop and maintain SOPs, workflows, and best practices.
• Track project progress and communicate milestones, risks, and action items.
• Support leadership by removing obstacles and enabling efficient decision-making.

Skills

Executive calendar management

Project coordination

SOP development

Microsoft 365 proficiency

Cross-functional collaboration

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

SharePoint

Job description

Manage and coordinate executive priorities, ensuring projects are completed on time, within budget, and aligned with organizational goals.
Proactively manage the CEO and COO's calendars, including travel arrangements, meeting coordination, conference call scheduling, and strategic prioritization of time.
Coordinate executive meetings with leadership, clients, vendors, and partners, ensuring agendas, materials, logistics, and follow-up actions are completed efficiently.
Partner with the leadership team to maintain alignment with company systems, processes, and the system of record.
Identify operational inefficiencies by collaborating across departments to evaluate process gaps, assess business impact, and implement effective solutions.
Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and best practices to improve consistency, efficiency, and scalability.
Participate in process improvement initiatives by defining, documenting, and refining business operations and administrative workflows.
Track and communicate project progress, ensuring stakeholders have visibility into milestones, risks, action items, and deliverables.
Support executive leadership by anticipating needs, removing administrative obstacles, and enabling efficient decision-making and execution.

Requirements

• Minimum of 2 years of experience as an Executive Assistant or in an administrative role supporting C-level executives or senior leadership.
• Experience managing complex calendars, coordinating travel, organizing meetings, preparing executive communications and presentations, and supporting cross-functional projects.
• Professional appearance, positive attitude, and the ability to maintain the highest level of confidentiality and discretion.
• Strong verbal and written communication skills with a customer service mindset and the ability to build positive relationships at all levels of the organization.
• Highly organized with exceptional attention to detail and the ability to manage multiple competing priorities in a fast-paced, high-volume environment.
• Knowledge of administrative and clerical procedures, records management, office systems, and general office administration.
• Strong computer skills with proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) and cloud-based collaboration tools such as SharePoint, with the ability to quickly learn new software applications.
• Valid driver's license and reliable personal vehicle available for occasional business errands or off-site tasks.
• Experience in the technology, managed services, or professional services industry is preferred but not required.

Core Competencies

Demonstrates expertise in managing executive priorities, coordinating complex schedules, and improving operational efficiency through effective communication and organizational skills. Proficient in developing Standard Operating Procedures and supporting cross-functional projects to enhance business operations.

Highest-signal resume keywords

• Executive Calendar Management
• Project Coordination
• Standard Operating Procedures Development
• Microsoft 365 Proficiency
• Cross-Functional Collaboration

ATS Optimization Keywords

Hard Skills

• Project Management
• Calendar Coordination
• Travel Arrangement
• Meeting Organization
• Records Management

Soft Skills

• Strong Communication Skills
• Attention to Detail
• Customer Service Mindset
• Positive Attitude
• Confidentiality

Industry Keywords

• Technology Industry
• Managed Services
• Professional Services

Tools & Technologies

• Microsoft 365
• Outlook
• Word
• Excel
• PowerPoint
• SharePoint