Location: Irvine, CA (Hybrid)
Schedule: Monday–Thursday Onsite | Friday Remote
Compensation: $40–$50/hour DOE
Employment Type: Contract
A growing and fast-paced organization is seeking an experienced Executive Assistant to provide high-level support to senior leadership. This role requires a proactive, resourceful professional who can anticipate needs, manage competing priorities, and serve as a trusted partner to executives.
The ideal candidate thrives in a dynamic environment, exercises sound judgment, and is comfortable supporting leaders with demanding schedules and frequent travel.
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Provide executive-level administrative support to senior leadership
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Proactively manage complex calendars, scheduling changes, and shifting priorities
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Coordinate domestic and international travel arrangements, accommodations, and itineraries
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Organize executive meetings, off-sites, and special events
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Prepare agendas, presentations, reports, meeting materials, and correspondence
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Take and distribute meeting notes and track action items as needed
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Process expense reports and reconcile corporate credit card statements
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Manage multiple projects simultaneously while meeting deadlines
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Serve as a liaison between executives and internal/external stakeholders
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Handle confidential and sensitive information with the highest level of discretion
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Identify opportunities to streamline processes and improve efficiencies
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Provide administrative support for special projects and business initiatives
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5+ years of experience supporting two or more senior-level executives
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Proven experience managing complex calendars and executive schedules
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Strong background coordinating travel, meetings, and event logistics
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Experience processing expense reports and credit card reconciliations
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Exceptional organizational skills and attention to detail
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Ability to prioritize effectively in a fast-paced environment
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Self-starter with a proactive, solutions-oriented mindset
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Strong written and verbal communication skills
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High degree of professionalism, discretion, and integrity
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Ability to work independently and adapt to changing priorities
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Bachelor's degree preferred
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Advanced proficiency with Microsoft Outlook, Excel, PowerPoint, and Word
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Experience with Concur, TripIt, or similar travel and expense management platforms
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Experience supporting executives in a high-growth or rapidly evolving organization
This opportunity is ideal for an Executive Assistant who takes ownership, anticipates needs before they arise, and enjoys being a strategic partner to leadership. Success in this role requires initiative, adaptability, and a strong ability to create structure and efficiency in a constantly evolving environment.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [email protected].
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
