Executive Administrative Assistant Senior - San Diego, CA

Executive Administrative Assistant Senior I

San Diego, California, United States

Provides administrative support directly to executives (excluding CEO), exercising confidentiality, tact and diplomacy. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries. Receives, screens and directs incoming calls, visitors, mail and email. Maintains files, records, calendars and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses.

Participates in the development and implementation of secretarial standards, policies and practices for the organization.

• Provides high-level administrative and strategic support including managing schedules, coordinating meetings, and handling correspondence to ensure efficient use of executive time and resources; may support one or more executives.
• Facilitates communication between executive(s) and stakeholders, including scheduling meetings, preparing agendas and materials, and coordinating follow-up actions.
• Drafts and edits executive-level communications, presentations, and reports ensuring accuracy, clarity, and alignment with company messaging and priorities.
• Coordinates special projects and initiatives on behalf of executive(s), liaising with internal and external stakeholders, tracking project milestones, and providing regular updates on progress and outcomes.
• Assists executive(s) in strategic planning activities, including research, data analysis, and preparation of documents such as business plans, annual reports, and presentations for internal and external audiences.
• Supports executive(s) in financial management activities, including monitoring budgets, preparing financial reports, and coordinating with finance and accounting teams to ensure accurate and timely financial information.
• Performs other duties as assigned.

Education

• Typically requires a 4-year degree in a relevant field, or equivalent combination of relevant education and experience.

Experience

• Typically requires 5 years of related experience.

Knowledge,

Skills and Abilities

• Business Networking – The process of establishing a mutually beneficial relationship with other business people and potential clients or customers.
• Call Management – The processes and systems businesses and organizations use to handle incoming calls.
• Communication Management – The systematic planning, implementing, monitoring, and revision of all the channels of communication within an organization and between organizations.
• Data Analysis – Measuring and managing organization data, identifying methodological best practices and conducting statistical analyses.
• Data Entry – The process of entering data into a computerized database or spreadsheet.
• Research – Investigates and studies materials and sources in order to establish facts and reach new conclusions.
• Strategic Prioritization – Determining the order in which tasks or projects should be completed by evaluating the benefits and impact that completion would bring.
• Event Planning – The organization of all of the activities that surround an event.
• Project/Program Management – The process of leading the work of a team to achieve goals and meet success criteria at a specified time.
• Diary Management – Scheduling, documenting, and managing the diary and day-to-day life of a business leader.

HYBRID:
Work a combination of onsite and remote days each week, typically 4 days per week onsite.

Full-time

$39.42 – $62.50 per hour