Senior Executive Administrative Assistant

Equiliem; San Diego (CA); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

Medical Insurance

Vision & Dental Insurance

Life Insurance

Matching 401(k)

Commuter Benefits

Employee Discounts & Rewards

Payroll Payment Options

Job summary

Equiliem in San Diego, CA is seeking a Senior Executive Administrative Assistant to provide high-level administrative support to senior managers and directors. The role manages complex calendars, coordinates meetings and travel, and prepares executive materials in a fast-paced environment.

Responsibilities include preparing reports, supporting large internal events, and coordinating communications. This position is full-time and onsite in San Diego, requiring strong organization and

Qualifications

• High school diploma or equivalent.
• 5+ years of experience as a Senior Administrative Assistant or similar role supporting senior leaders.
• Experience managing complex executive calendars and competing priorities.
• Strong Microsoft Office skills, particularly Outlook, PowerPoint, Word, and Excel.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple assignments and meet deadlines.

Responsibilities

• Manage complex, high-volume calendars for senior managers and directors.
• Coordinate meetings and travel, prepare executive-level materials and reports.
• Support large internal events and leadership communications.
• Prepare agendas, document follow-ups, and track action items.
• Coordinate domestic and international travel arrangements and expense reports.
• Assist with presentation materials, IT requirements, catering, and logistics.

Skills

Calendar management

Prioritization

Communication

Organization

Multi-time zone support

Education

High school diploma

Tools

Outlook

PowerPoint

Word

Excel

Job description

Senior Executive Administrative Assistant

San Diego, CA

Pay: $35.00 - $38.00 per hour

Job ID: 26-09540

Job summary

The Senior Executive Administrative Assistant provides high-level administrative and operational support to senior managers and directors in a fast-paced professional environment. This role involves managing complex calendars, coordinating meetings and travel, preparing executive-level materials, and supporting large internal events.

Responsibilities

• Manage complex, high-volume calendars for senior managers and directors.
• Prioritize meetings, resolve scheduling conflicts, and anticipate scheduling needs.
• Coordinate recurring, fast-turnaround, and ad hoc meetings.
• Prepare and support weekly, monthly, quarterly, and ad hoc reports and presentations.
• Collect, organize, and summarize information for leadership deliverables.
• Coordinate domestic and international travel arrangements.
• Prepare and process expense reports accurately and on time.
• Attend leadership and operational staff meetings, prepare agendas, document follow-up items, and track action items.
• Coordinate large employee meetings and events, including all-hands meetings supporting 500+ employees.
• Assist with presentation materials, facilities coordination, IT requirements, catering, and meeting logistics.
• Coordinate customer meetings, executive visits, VIP events, and facility tours.
• Prepare, review, proofread, edit, and distribute internal communications and announcements.
• Coordinate conference rooms, catering, meeting materials, and other onsite and offsite meeting requirements.
• Support new-hire welcome meetings and employee engagement activities.
• Respond to employee and leadership requests and connect individuals with appropriate resources.
• Manage special projects and provide backup support to other administrative team members as needed.

Qualifications

• High school diploma or equivalent.
• 5+ years of experience as a Senior Administrative Assistant, Executive Assistant, or similar position supporting managers, directors, or senior leadership.
• Demonstrated experience managing complex executive calendars and competing priorities.
• Strong Microsoft Office skills, particularly Outlook, PowerPoint, Word, and Excel.
• Excellent written and verbal communication skills.
• Strong proofreading, document preparation, and organizational skills.
• Ability to independently prioritize multiple assignments and meet deadlines.
• Professional demeanor and strong interpersonal skills.
• Ability to effectively support leaders and teams operating across multiple time zones.

Preferred Experience

• Experience supporting multiple senior leaders simultaneously.
• Experience coordinating large corporate meetings, employee events, or executive-level meetings.
• Domestic and international travel coordination experience.
• Experience preparing executive presentations, reports, and internal communications.
• Experience working within a large corporate, aerospace, defense, engineering, manufacturing, or similarly structured organization.

Schedule

Full-Time, 1st Shift - 9/80 Schedule

Location

San Diego, CA

Work Arrangement

100% Onsite

#ZR

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

EEO Employer

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or [phone].