Strategic Executive Assistant to CEO & EVP – Irvine (On-site)

Global 1st Flagship; Irvine (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Global – a 1st Flagship Company in Irvine seeks a Corporate Executive Assistant to provide confidential support to the CEO and EVP. You will manage schedules, coordinate travel, and prepare executive materials while handling HR filing and internal communications.

The role emphasizes executive support with some office coordination and HR tasks, requiring strong judgment, discretion, and the ability to work across time zones and departments.

Qualifications

• Four or more years of progressively responsible administrative experience, including direct support to senior leaders.
• Demonstrated ability to manage competing priorities, anticipate needs, and follow through on assignments with minimal supervision.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Strong business writing, proofreading, and digital document organization skills.
• Excellent judgment, diplomacy, discretion, and attention to detail when handling sensitive information.
• A professional, service-oriented approach and the ability to work effectively across departments and time zones.
• Ability to learn new enterprise systems and adapt to changing priorities.
• Availability to work on-site at our Irvine headquarters and travel approximately 2–3 times annually.

Responsibilities

• Coordinate executive schedules and priorities: manage calendars, screen requests, schedule meetings across time zones, arrange travel, and prepare expense documentation.
• Prepare leadership for meetings: develop agendas, briefings, and presentation materials; document decisions, track action items, and follow up with responsible team members.
• Create professional executive communications: draft, edit, and proofread correspondence, reports, memos, and other materials with accuracy and discretion.
• Maintain organized corporate records: manage confidential electronic files, contracts, policies, proposals, templates, and version control.
• Support meetings and corporate projects: coordinate leadership meetings, all-hands events, scheduled visits, and selected initiatives; maintain project trackers and status summaries.
• Develop internal communications and materials: prepare newsletters, announcements, fillable forms, flyers, and presentations; support approved external communications.
• Provide confidential HR administrative assistance: scan, label, file, and retrieve personnel documents; follow retention and access-control procedures; report discrepancies to HR.
• Assist with employee coordination: onboarding paperwork, interview scheduling, directory updates, and distribution of HR communications.
• Provide light office support: greet visitors, handle calls, coordinate mail, courier requests, supplies, and vendor needs.
• Improve administrative workflows: use Microsoft 365 and approved AI tools to streamline templates and tracking while protecting confidentiality.

Skills

Admin experience

Microsoft Office

Scheduling

Executive support

Communication

Education

Associate or Bachelor's degree in business/communications

Tools

SharePoint

Canva

ADP or HRIS

Job description

Global – a 1st Flagship Company in Irvine seeks a Corporate Executive Assistant to provide confidential support to the CEO and EVP. You will manage schedules, coordinate travel, and prepare executive materials while handling HR filing and internal communications.

The role emphasizes executive support with some office coordination and HR tasks, requiring strong judgment, discretion, and the ability to work across time zones and departments.