Executive Assistant, Corporate Planning Team - Irvine, CA

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

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

401(k) with Matching

Paid Vacation & Holidays

Discretionary Bonuses

Job summary

Glovis America, Inc. in Irvine, CA is seeking an experienced Executive Assistant to support executive leadership with reporting, communications, meeting and travel coordination, and information management.

Responsibilities include preparing CEO/COO materials, managing calendars, and ensuring secure handling of confidential information. The role requires 3–5 years in executive administration and the ability to work in a multinational environment.

Qualifications

• Associates Degree required.
• 3–5 years of direct experience in Executive Administration or related fields.
• Experience supporting senior executives in a multi-national or matrix organization.

Responsibilities

• Prepare and distribute weekly business reports for CEO review.
• Coordinate CEO and COO calendars, meetings, and travel schedules.
• Prepare meeting materials, briefing documents, and presentations for CEO/COO.
• Draft and distribute weekly CEO communications and executive announcements.
• Coordinate executive meeting logistics and follow-up activities.
• Process and reconcile CEO/COO credit card expenses.
• Prepare travel expense reports and supporting documentation.
• Maintain executive records and confidential information securely.
• Serve as liaison between executive leadership and stakeholders.
• Support special projects and ad hoc analyses for CEO/CEC.

Skills

Executive administration

Business reporting

Corporate communications

Executive presentations

MS Office suite

Scheduling & travel

Confidentiality

Stakeholder management

Multinational experience

Education

Associates Degree

Tools

Microsoft Excel

PowerPoint

Word

Outlook

Document management systems

Job description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

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).

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.

Additional Qualifications/Responsibilities

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, CA office