Hybrid Executive Assistant for Executives | Calendar & Ops

Vaco; Glendale (CA); Hybrid; USD 80,000 - 85,000; Full time

Job summary

Vaco Recruiter Services is recruiting for an Executive Assistant in Pasadena, CA. This hybrid, contract role supports several executives in a fast-paced environment, handling calendars, invoices, expense reports, and document management.

You will coordinate meetings, prepare presentations, and interact with internal and external stakeholders. The position offers a path toward contract-to-hire based on performance and business need.

Qualifications

• Experience supporting multiple executives.
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, and PowerPoint.
• Proactive, highly organized and capable of managing multiple priorities.

Responsibilities

• Provide administrative support to multiple executives
• Manage complex calendars and scheduling needs
• Process invoices and assist with coding within internal systems
• Prepare and submit expense reports
• Coordinate meetings and support day-to-day office operations
• Create, edit, and manage documents, presentations, and reports
• Maintain accurate records and documentation
• Serve as a professional point of contact for internal and external stakeholders
• Ensure timely follow-up on tasks, requests, and action items

Skills

Calendar management

Multitasking

Communication skills

Administrative support

Tools

Microsoft Office Suite

Concur

Job description

Executive Assistant / Administrative Assistant

Pasadena, CA (Hybrid)

Contract | Potential Contract-to-Hire

$30/hour contract rate

Potential conversion salary: $80,000-$85,000 annually

Our client in the restaurant industry is seeking a polished, detail-oriented Executive Assistant to support multiple executives in a fast-paced corporate environment. This is an excellent opportunity for someone who thrives on organization, enjoys supporting leadership teams, and has a proactive approach to administrative support.

This position is based in the Pasadena area and requires a hybrid schedule with a minimum of 3 days onsite per week (Tuesday through Thursday). Occasional Monday onsite support may also be required.

Key Responsibilities

• Provide administrative support to multiple executives
• Manage complex calendars and scheduling needs
• Process invoices and assist with coding within internal systems
• Prepare and submit expense reports
• Coordinate meetings and support day-to-day office operations
• Create, edit, and manage documents, presentations, and reports
• Maintain accurate records and documentation
• Serve as a professional point of contact for internal and external stakeholders
• Ensure timely follow-up on tasks, requests, and action items

Qualifications

• Previous Executive Assistant or Administrative Assistant experience
• Experience supporting multiple executives simultaneously
• Strong Microsoft Office Suite skills, including Outlook, Word, Excel, and PowerPoint
• Experience with invoice processing and expense reporting
• Concur experience is a plus
• Restaurant, hospitality, or consumer-facing industry experience is highly preferred
• Exceptional organizational and communication skills
• Highly detail-oriented with strong follow-through
• Proactive, resourceful, and able to manage multiple priorities effectively

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.