Executive Assistant

Description

The Executive Assistant (EA) serves as a trusted strategic partner to the Senior Vice President (SVP), providing high-level executive support, operational coordination, and administrative leadership. This role requires exceptional judgment, discretion, organizational expertise, and the ability to proactively manage competing priorities in a fast-paced environment. The EA acts as an extension of the SVP, ensuring seamless execution of business operations, executive communications, strategic initiatives, and stakeholder engagement while maintaining the highest levels of professionalism and confidentiality.

This role is ONSITE in San Diego, CA. Must be local to area.

JOB DUTIES:

Executive Partnership & Leadership Support

• Serve as a trusted extension of the SVP, representing the executive office professionally and effectively.
• Exercise sound judgment in responding to inquiries and providing solutions on behalf of the SVP when appropriate.
• Anticipate executive and business needs, proactively identifying and resolving issues before they escalate.
• Support strategic priorities by maintaining awareness of organizational objectives, market dynamics, customer engagements, and business initiatives.

Calendar, Priority Management & Executive Readiness

• Own and proactively manage a complex executive calendar, ensuring effective prioritization, scheduling, and conflict resolution.
• Evaluate meeting requests against business priorities and make recommendations regarding scheduling, rescheduling, or delegation.
• Coordinate agendas, briefing materials, and executive read-ahead packages for internal and external meetings.
• Ensure the SVP is fully prepared for all engagements through detailed planning and situational awareness.

Meeting & Event Management

• Lead the planning, coordination, and execution of executive meetings, leadership reviews, customer engagements, conferences, and off-site events.
• Coordinate meeting logistics, facilities, technology readiness, travel arrangements, and attendee communications.
• Prepare executive briefing books, talking points, executive summaries, and presentation materials.
• Facilitate meetings as required, capture key decisions, track action items, and ensure timely follow-up on deliverables.
• Partner with program managers and business leaders to ensure materials are complete, accurate, and compliant with organizational standards.

Strategic Coordination & Communications

• Draft, edit, and manage executive communications including correspondence, presentations, briefings, leadership updates, and organizational announcements.
• Conduct research and synthesize complex information into concise executive-level summaries and recommendations.
• Track strategic initiatives, milestones, and key business actions to ensure commitments are executed on schedule.
• Support executive preparation for customer meetings, internal reviews, and leadership engagements.

Financial & Administrative Operations

• Manage executive expense reporting, approvals, reconciliations, and resolution of returned or rejected submissions.
• Ensure expense reports are accurate, compliant, and processed in a timely manner.
• Coordinate purchase orders, vendor invoices, and other administrative financial activities.
• Support timecard compliance, reporting requirements, and administrative processes across the organization.

Stakeholder Management & Relationship Building

• Build and maintain effective working relationships with executives, customers, partners, and key internal stakeholders.
• Coordinate across multiple organizations and functional teams to ensure alignment and execution of executive priorities.
• Maintain professionalism, responsiveness, and exceptional customer service in all interactions.

Office & Organizational Support

• Support onboarding activities for new team members and leaders.
• Coordinate leadership meetings, team events, employee recognition activities, and culture initiatives.
• Provide administrative support to the broader leadership team as needed.
• Ensure smooth day-to-day office operations and executive office management.

Confidentiality & Compliance

• Handle highly sensitive business, personnel, and organizational information with absolute discretion.
• Maintain strict confidentiality regarding executive discussions, personnel matters, customer information, and strategic business initiatives.
• Ensure compliance with company policies, procedures, and security requirements.

In-Office Requirements

• Maintain an executive support presence aligned to SVP office schedules and business needs.
• Provide continuity of support during executive travel and critical business events through a combination of in-office and remote support.

Qualifications

REQUIREMENTS:

Education and Experience:

• Bachelor's degree in Business Administration, Management, Communications, or a related field preferred. Equivalent combination of education, military experience, or executive support experience will be considered in lieu of degree.
• Minimum 10+ years of progressively responsible executive administrative support experience.
• Minimum 5+ years supporting senior executives at the Vice President, Senior Vice President, C-Suite, or equivalent leadership level.
• Experience supporting complex organizations with multiple stakeholders, competing priorities, and customer-facing engagements.
• Experience coordinating executive-level meetings, leadership reviews, conferences, and strategic planning events.

Skills & Competencies:

• Exceptional organizational, prioritization, and time-management skills.
• Advanced calendar management and executive scheduling expertise.
• Strong analytical, problem-solving, and decision-making abilities.
• Excellent verbal and written communication skills.
• Ability to exercise independent judgment and manage highly confidential information.
• Strong executive presence and professionalism when interacting with senior leaders, customers, and external partners.
• Proven ability to anticipate needs and operate proactively with minimal direction.
• Demonstrated project management and coordination skills.
• Ability to work effectively under pressure and adapt to changing priorities.

Technical Skills:

• Advanced proficiency in Microsoft 365, including Outlook, Teams, PowerPoint, Word, Excel, and SharePoint.
• Experience with collaboration and productivity platforms including Teams, Zoom, and Webex.
• Experience with Concur expense management systems.
• Familiarity with CRM and business management tools and AI tools such as Co-Pilot.

Security Clearance Requirement:

• Must be a U.S. Citizen.
• Must be eligible to obtain and maintain a U.S. Department of Defense Secret Security Clearance.
• Ability to successfully complete all required background investigations and security requirements associated with clearance eligibility.

Target salary range: $60,001 - $100,000. The estimate displayed represents the typical salary range for this position based on experience and other factors.