Executive Administrative Assistant

Location: 6001 Oak Canyon STE 100, Irvine, CA

Summary:

The Executive Assistant will provide support to the President of the Peripheral Vascular division in all aspects of supporting executive functions in a global organization. The responsibilities require independent judgment, initiative, and executive intuition in supporting the needs of an executive in their team, while demonstrating adaptability and problem-solving as part of office management.

What You Will do:

• Provide comprehensive administrative support to the President including managing travel arrangements (air, hotel, transportation), visa processing, and IT support for key meetings.
• Coordinate and reconcile expense reports, maintain the President’s calendar, and assist with preparation of materials for speaking engagements, including PowerPoint presentations and event briefs.
• Execute procurement and purchase orders, including food and beverage orders, recognition gifts, and leveraging discounts for professional services.
• Support strategy team operations by managing meeting agendas, liaising with presenters, and organizing materials for executive meetings, ensuring all materials are updated and prepared for distribution.
• Manage logistics for various strategy-related meetings, including contracts with BCD Travel, hotel bookings, transportation, and event coordination.
• Plan and support strategic planning meetings, including online and in-person sessions, ensuring all materials are organized and assisting with presentations for executive meetings.
• Build relationships with key stakeholders, liaise with executive assistants, and provide ad-hoc support to team members as needed, including handling contract issues and payment concerns for hotel services.

What you need:

Required:

• High School Diploma or equivalent
• 5+ years’ experience providing high-level administrative support, including calendar, expense, travel, and meeting/event planning
• Experience proofreading, editing, and/or preparing executive-level documents
• Experience with Microsoft Office Suite technology, including complex document creation, spreadsheet creation, and presentation creation
• Ability to work outside normal business hours

Preferred:

• Associate or bachelor’s degree
• Familiarity with SAP Concur and/or BCD Travel

$36.71 - $51.62 USD Hourly