Executive Assistant

Employment Type: Contract - W2

Duration: 6+ months with potential possibilities of contract extensions and an opportunity for conversion to full-time

Position Type: 100% Onsite in Irvine, CA; 40 hours per week; Monday - Friday

Position Summary:

The Executive Assistant will provide high-level administrative support to two Vice Presidents and a broader field-based team within the Public Affairs division. This role is based full-time at the Irvine, CA campus and requires a highly organized, proactive, and detail-oriented professional capable of handling fast-paced, executive-level operations. This position involves extensive calendar and meeting management, domestic and international travel coordination, expense reporting, internal communication, and team support activities. The Executive Assistant plays a vital role in streamlining workflows, facilitating cross-functional communication, and enabling leadership effectiveness within a high-performing, patient-focused environment. The resource will be joining a mission-driven organization known for innovation and its collaborative workplace culture. The selected candidate will work alongside a supportive and energetic team while contributing to meaningful patient-focused initiatives.

Job Responsibilities:

• Manage complex and dynamic calendars for multiple executives, prioritizing scheduling needs and resolving conflicts.
• Coordinate with other Executive Assistants and departments to schedule and prepare for meetings.
• Book and manage domestic and international travel itineraries, ensuring accuracy and adherence to company policies.
• Prepare and submit expense reports via Concur for supported executives, ensuring timely and policy-compliant processing.
• Support internal meetings by preparing agendas, booking conference rooms, arranging catering when needed, and ensuring meeting materials are complete.
• Participate in and support onsite meetings such as THV GHER; capture and distribute meeting notes, action items, and presentation content as needed.
• Assist with interview coordination, including candidate travel arrangements, scheduling, room booking, and catering logistics for onsite visits.
• Format PowerPoint presentations, maintain organized digital files, and support general reporting needs.
• Act as the primary point of contact for internal and external communications on behalf of supported executives.
• Provide ad-hoc support and complete special assignments as directed by leadership.
• Provide occasional support aligned to Eastern Time (EST) when required, especially for calendar or meeting coordination.
• Demonstrate proactive communication, discretion with sensitive information, and strong engagement with cross-functional teams.

Skills Required:

• Advanced proficiency in Microsoft Office Suite: Outlook, Word, Excel, PowerPoint.
• Experience using Concur for travel planning and expense management.
• Strong scheduling and calendar management skills for executive-level stakeholders.
• Proficiency in Microsoft Teams and SharePoint.
• Strong verbal and written communication skills with the ability to interact professionally at all levels.
• Exceptional time management and multitasking abilities in a fast-paced environment.
• Strong organizational skills with keen attention to detail.
• Ability to handle confidential information with a high degree of discretion.
• Experience preparing agendas, name cards, and other meeting logistics.
• Effective team player with a collaborative mindset and positive attitude.
• Willingness to ask for help, learn continuously, and contribute to process improvement.
• Ability to provide cross-time-zone support and adapt to varying schedules.

Education Required: High school diploma or GED.

As you commence the job:

• Completion of onboarding, system access (e.g., Concur), and initial relationship-building with internal stakeholders and executive support peers.
• Independent handling of travel, expenses, meetings, and document formatting. Confidently managing scheduling and logistics tasks.
• Full integration with both the EA and VP teams, consistently meeting deadlines, and demonstrating proactive problem-solving and ownership of responsibilities.