Executive Assistant to C-Suite

About the role

This position will provide executive-level support to very busy executives including the CEO. Duties may be administrative and project-based and include scheduling travel, arranging meetings, handling of information requests, research, report preparation and correspondence and liaising with senior management and board members. The position requires a high degree of professionalism, diplomacy and discretion in handling confidential information, initiative, and independence in supporting on a wide variety of tasks.

Duties and responsibilities

• Data Analysis: Collect, analyze, and interpret complex data sets to inform decision-making and strategic planning; develop and maintain databases, dashboards, and reporting tools to track key performance indicators (KPIs); prepare detailed reports, visualizations, and presentations based on data analysis for executive review; identify trends, patterns, and insights to drive operational improvements and strategic initiatives; collaborate with various departments to ensure task status, data integrity, and consistency.
• Operations and Performance Management: Monitor and evaluate the effectiveness of business processes and operations; develop, implement, and maintain performance management systems to track and enhance organizational performance; conduct regular assessments and audits to identify areas for improvement and ensure compliance with organizational standards; work with leadership to track performance goals and benchmarks; provide recommendations for operational efficiencies and cost-saving initiatives.
• Project Management: Track projects from inception to completion; coordinate project activities, resources, and stakeholders to ensure timely and successful project delivery; track project progress, identify risks, and implement mitigation strategies; prepare project status reports and communicate updates to relevant stakeholders.
• Administrative: Manage and maintain executive schedules, including meetings, appointments, contact management, and travel arrangements; prepare and edit correspondence, reports, presentations, and other documents; handle confidential information with discretion and professionalism; coordinate and prepare materials for meetings, conferences, and presentations; serve as a liaison between the executive and internal/external stakeholders; assist with special projects and events as needed; perform general office duties such as scanning, organizing, renaming files, ordering supplies, managing office equipment, running errands, cleaning, and maintaining office organization.

Qualifications and experience

• Paralegals, Flag Aides, Navy Legalman Rating, Navy Yeoman, Navy IS ratings, and/or other Administrative Rates/specialties background preferred.
• Bachelor's degree or advanced degree in Business Administration, Accounting, Engineering, Aerospace, Business Law, Computer Science, or Architecture and/or an equivalent combination of education and experience preferred.
• 3+ years of experience in a high-level administrative/executive assistant role to a high-level executive.
• Valid driver's license, reliable transportation, and ability to obtain a security clearance.
• Experience working with construction projects and with new office builds is a bonus.
• SmartSheet and Salesforce experience preferred.
• Excellent verbal and written communication skills.
• Excellent Microsoft Office products experience and knowledge (Excel, Word, PowerPoint, Outlook, Loop, Tasks, etc.).
• Very people oriented, supports a positive working environment.

Mission and values

• Fostering Positive Relationships: Communication, teamwork and trust are the three hallmarks of good relationships with co-workers and students.
• Exceeds Expectations: Sees every task or situation as an opportunity to go above and beyond.
• Accountable: Taking personal responsibility for their work, owns mistakes and does not blame others or make excuses.
• Mission Driven: Work and decision-making are focused on what is best for the organization, not ego-driven.
• Tenacious: Employee demonstrates determination, persistence, and grit. Doesn't give up!

Pay

$37.00 - $43.26 hourly (California-based).

Schedule

Full-time hourly (non-exempt) position (40+ hours/week). Generally flexible end time based on the needs of the business and employee, Monday-Friday with occasional weekends (with advance notice).

Benefits and perks

• Medical (50% employer contribution) available after 30 days.
• Dental and vision coverage (100% employer contribution) available after 30 days.
• 401k program with employer match.
• 8 paid holidays.
• Flexible work hours (position dependent).
• Paid time off.