Senior Executive Assistant & Notary Public

Avantus; San Diego (CA); On-site; USD 80,732 - 100,732; Full time

Benefits offered by this job

401(k) matching

Medical and dental plan

Flexible PTO

Equal opportunity employer

Job summary

Avantus is seeking an experienced Executive Assistant to deliver comprehensive support to its senior leaders in San Diego. The role includes complex scheduling, travel coordination, expense reporting, and notary duties, ensuring smooth operations and timely communications.

The ideal candidate brings at least 5 years of EA experience, a valid Notary Public license in California, and superb MS Office proficiency, with a proactive, organized approach and strong cross-team collaboration.

Qualifications

• 5+ years of experience as an Executive Assistant.
• CA Notary Public license required.
• Excellent MS Office knowledge.
• Detail-oriented with strong organization and time management.
• Strong verbal and written communication.
• Self-motivated, proactive and discreet.
• Ability to multitask in a fast-paced environment.
• Ability to communicate with all levels.

Responsibilities

• Provide administrative support to senior executives, including our Executive Vice President, Finance, and/or one other senior executive.
• Calendar management and scheduling, accounting for day-to-day meetings, calls, and movements.
• Make travel and accommodation arrangements.
• Track, prepare, and submit expenses on a monthly basis for reimbursement.
• Format information for internal and external communication - this may include emails, presentations, or reports.
• Take minutes during meetings.
• Provide backup support to other Executive Assistants.
• Perform Notary Public duties as required.
• Work with other team members to plan meetings and Company events.
• Assist with special projects as needed.

Skills

Executive Assistant

Notary Public

MS Office

Attention to detail

Communication skills

Time management

Independent and proactive

Job description

Avantus is seeking an experienced Executive Assistant to deliver comprehensive support to its senior leaders in San Diego. The role includes complex scheduling, travel coordination, expense reporting, and notary duties, ensuring smooth operations and timely communications.

The ideal candidate brings at least 5 years of EA experience, a valid Notary Public license in California, and superb MS Office proficiency, with a proactive, organized approach and strong cross-team collaboration.