Executive Assistant (88381)

Inter-Con Security Systems, Inc.; Pasadena (CA); On-site; USD 80,000 - 90,000; Full time

Job summary

Inter-Con Security Systems, Inc. seeks an organized Executive Assistant to provide comprehensive administrative support to the Chairman and President/CEO in Pasadena, CA. You will manage calendars, coordinate travel, and handle confidential correspondence in a fast-paced corporate environment.

The role requires discretion, strong communication skills, and the ability to anticipate needs and juggle multiple priorities while advancing executive priorities and company initiatives.

Qualifications

• High school diploma or equivalent; bachelor's preferred.
• 3–5 years of executive assistant or similar experience.
• Experience supporting senior executives in a corporate or high-growth environment.
• Strong written and verbal communication; excellent organizational skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage and maintain complex executive calendars and schedule changes.
• Coordinate domestic and international travel arrangements and itineraries.
• Draft, review, and coordinate executive communications and materials.
• Prepare meeting materials, agendas, and take notes/minutes when requested.
• Track action items and assist with board and leadership meetings.
• Prepare and manage executive expense reports.

Skills

Calendar management

Travel coordination

Written & verbal communication

Organization

Discretion

Independent work

Education

Bachelor's degree preferred

High school diploma minimum

Tools

Microsoft Office

Adobe

Microsoft Teams

Zoom

Coupa (expense/procurement)

Job description

Executive Assistant (88381)

Pasadena (10080) - Pasadena, CA 91106

Overview

Salary Range: $80,000.00 - $90,000.00 Salary/year

Category: Corporate

Description

Company Overview

Founded in 1973, Inter-Con Security Systems, Inc. is a leading US owned security company, providing integrated security solutions to government and commercial customers on four continents. We are passionate about our products and people, offering opportunities for growth and career advancement in an environment that truly cares for its employees.

Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chairman and President/CEO.

The Executive Assistant will serve as a trusted resource and key point of contact, helping ensure the executives' schedules, communications, meetings, travel, and administrative priorities are managed efficiently and professionally. The successful candidate will demonstrate sound judgment, exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced corporate environment.

Key Responsibilities

Executive Support & Calendar Management

• Manage and maintain complex executive calendars, including meetings, appointments, commitments, and schedule changes.
• Coordinate competing priorities and proactively identify scheduling conflicts or potential issues.
• Anticipate executive needs and ensure necessary information, materials, and resources are prepared in advance.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.

Communication & Coordination

• Serve as a primary liaison between the Chairman, President/CEO, executive leadership, and internal and external stakeholders.
• Draft, review, and coordinate professional correspondence, communications, and other executive materials.
• Handle sensitive and confidential information with a high level of discretion and professionalism.
• Communicate professionally and effectively with individuals at all levels of the organization.

Meeting & Executive Engagement Support

• Coordinate logistics for executive meetings, including meeting rooms, food and beverage, technology, television/video conferencing, and other necessary arrangements.
• Prepare meeting materials and agendas as requested.
• Take detailed meeting notes and minutes when requested.
• Track and follow up on action items to help ensure timely completion.
• Support executive meetings, board meetings, and other leadership engagements as needed.

Document & Administrative Support

• Prepare, edit, format, and organize reports, presentations, correspondence, and other business documents.
• Maintain organized electronic and physical files and records.
• Assist with special projects and administrative initiatives as assigned.
• Prepare and manage executive expense reports in accordance with company policies and procedures.

Event & Corporate Support

• Assist the Director of HR with planning and coordinating company events, executive meetings, team offsites, and board meetings.
• Coordinate with internal departments and external vendors to ensure events and executive engagements are executed effectively.
• Support office-related administrative needs, including supplies, vendor coordination, and other operational requests as needed.

Special Projects

• Provide administrative and project support for special initiatives and executive priorities.
• Track deadlines, deliverables, and follow-up items to support timely completion.
• Identify opportunities to improve administrative processes and overall efficiency.
• Take initiative to resolve routine issues independently and elevate matters to their manager appropriately when needed.

Qualifications

Education and Experience:

• High school diploma or equivalent required; bachelor's degree in business administration, hospitality, or a related field preferred.
• Minimum of 3-5 years of experience as an executive assistant, administrative professional, or in a similar role.
• Experience supporting senior executives in a corporate or high-growth environment preferred.
• Strong written and verbal communication skills.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Proactive, solutions-oriented approach with the ability to anticipate needs and work independently.

Technical Skills

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Familiarity with Adobe products.
• Proficiency with Microsoft Teams and Zoom.
• Familiarity with Coupa or similar expense/procurement platforms preferred.

Additional Requirements

• Notary Public license or willingness to obtain a Notary Public license.
• Ability to work effectively in a professional, executive-facing environment.
• Strong attention to detail and commitment to accuracy.

Working Conditions:

This is a primarily office-based position, Monday through Friday, from 8:30am to 5:00pm. The position does not require regularly scheduled after-hours support.

Inter-Con Security Systems, Inc. is an Equal Opportunity Employer - Disability/Veteran.