Executive Assistant, Corporate Planning Team

Colonial Group; Irvine (CA); On-site; USD 58,000 - 64,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

FSA (HSA)

Life and AD&D

Paid Vacation

401(k)

Referral Bonuses

Auto Allowance

Team Building Activities

Bonuses

Tuition Reimbursement

Job summary

GLOVIS America Inc. in Irvine, CA is seeking an Executive Assistant to support senior leadership with reporting, communications, meeting coordination, and travel planning.

The role prepares executive materials, manages calendars, and maintains confidential information, partnering with the CEO, COO and corporate committees to drive strategic initiatives.

Qualifications

• Associates Degree is required.
• 3–5 years of direct experience in Executive Administration, Corporate Communications, Administrative Operations.

Responsibilities

• Prepare and distribute weekly business reports for CEO review.
• Coordinate CEO and COO calendars, meetings, appointments, and business travel schedules.
• Compile, review, and prepare meeting materials, briefing documents, and presentations for CEO/COO meetings.
• Draft, review, and distribute weekly CEO communications to internal stakeholders.
• Coordinate executive meeting logistics, agendas, and follow-up activities.
• Process and reconcile CEO/COO credit card expenses.
• Prepare and submit CEO/COO travel expense reports.
• Maintain executive records and confidential information securely.
• Serve as liaison between executive leadership and stakeholders regarding reporting and scheduling.
• Support special projects and ad hoc assignments requested by the CEO/COO/CEC.

Skills

Executive administration

Corporate reporting

Executive communications

Presentation development

Microsoft Office

Stakeholder management

Calendar & travel coordination

Confidential information handling

Cross-functional collaboration

Education

Associates Degree

3–5 years experience in Executive Administration

Tools

Microsoft Excel

PowerPoint

Word

Outlook

Document management systems

Job description

About GLOVIS America Inc.

GLOVIS America, Inc. is a third-party logistics provider headquartered in Irvine, CA. Since our inception in 2002, we are committed to delivering our customer's products via truck, rail, or ocean vessel throughout the U.S., Canada, and Mexico. Glovis America makes every effort to exceed standards by providing quality service to our customers and vendors of the automotive, freight forwarding, parts distribution, used car, and fuel industries. We cater logistics strategies and processes to our customers' needs by utilizing the latest information systems and advanced technologies.

Summary

The Executive Assistant is responsible for supporting executive leadership through business reporting, executive communications, meeting and travel coordination, and strategic information management. The role prepares executive-level reporting materials, coordinates leadership meetings and business activities, manages executive administrative processes, and supports organizational reporting and communication initiatives. Success in this role requires expertise in executive reporting, calendar and meeting coordination, business communications, presentation development, attention to detail, and stakeholder management.

Compensation

$58,000 - $64,000 yearly salary range. (Subject to Compensation Study Upon Candidate Selection)

Responsibilities

• Prepare and distribute weekly business reports for CEO review, ensuring timely and accurate communication of key business performance updates.
• Coordinate CEO and COO calendars, meetings, appointments, and business travel schedules to support executive priorities and organizational objectives.
• Compile, review, and prepare meeting materials, briefing documents, presentations, and supporting information for CEO and COO meetings.
• Draft, review, and distribute weekly CEO communication messages and executive announcements to internal stakeholders.
• Coordinate executive meeting logistics, agendas, presentation materials, and follow-up activities to ensure effective meeting execution.
• Process and reconcile CEO and COO corporate credit card expenses in accordance with company policies and reporting requirements.
• Prepare, review, and submit CEO and COO travel expense reports and related supporting documentation.
• Maintain executive records, reports, correspondence, and confidential business information in an organized and secure manner.
• Serve as a liaison between executive leadership, business units, AHQ, GHQ, and other stakeholders regarding reporting requests, communications, and scheduling matters.
• Support special projects, business analyses, and ad hoc assignments requested by the CEO, COO, or Corporate Executive Committee (CEC).

Other duties as assigned

Benefits of working at GLOVIS America Inc.

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Health Care & Dependent Care Flexible Spending Accounts (FSA)
• Basic Life and AD&D as well as Short-Term & Long-Term Disability
• Paid Vacation, 14 Holidays, and Sick leave
• Hospital and Critical Illness Insurance
• Wellness Program and Gym Reimbursement*
• 401(k) with Generous Matching
• Referral Bonuses*
• Auto Allowance*
• Quarterly Employee Lunches, Summer Refreshments, and Monthly Team Building Activities*
• Discretionary Bonuses*
• Tuition Reimbursement*

All benefits pursuant to Company policy

Skills

• Knowledge of executive administration, business reporting, and corporate communication practices.
• Skill in preparing executive presentations, reports, meeting materials, and business correspondence.
• Skill in Microsoft Excel, PowerPoint, Word, Outlook, and document management systems.
• Ability to manage executive schedules, travel arrangements, and multiple competing priorities.
• Ability to handle confidential information with discretion and professionalism.
• Ability to communicate effectively with executive leadership and cross-functional stakeholders.
• Ability to organize, coordinate, and prioritize tasks in a fast-paced corporate environment.
• Knowledge of corporate planning and executive reporting processes.
• Experience supporting senior executives in a multi-national or matrix organizational structure.

Education & Experience

• Associates Degree Required
• 3 – 5 years of direct experience in Executive Administration, Corporate Communications, Administrative Operations

Glovis America, Inc. adheres to the equal employment opportunity guidelines set forth by federal, state, and local laws. The information requested on this form is sought in good faith and will not be used to discriminate against the applicant based on race, religion or creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic characteristics, marital status, sex or gender (which includes pregnancy, childbirth, or related circumstances), gender identity, gender expression, age, citizenship, sexual orientation, family care or medical leave status, military and veteran status, political affiliation, or any other characteristic protected by federal, state and local laws.

Physical Requirements

• Ability to sit in front of a desk and/or in front of the computer for long periods
• Must operate desktop, computers, laptop, printer, scanners, shredders, etc.
• Constant use of hand/grasping product, writing, and typing
• Sit for 5+ hours per day
• Stand, walk, bend, stoop, reach over shoulder, kneel, push, pull 1-3 hours per day

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Working and Environmental Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment with low-level noise exposure
• This position is located in the Irvine, CAoffice

The above statements are intended to describe the general nature of work performed by employees assigned to this position. They are not intended to be a complete list of all job duties performed by persons in the position. Glovis America reserves the right to revise or amend duties at any time as the needs of the company and requirements of the job change.