Executive Assistant, Costa Mesa

Were Hiring: Executive Assistant II (Hybrid | Contract Role)
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Location:
Newport Beach, CA ***** (Hybrid MonThu onsite, Fri remote)
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Duration:
912 Months Contract (Extension possible based on performance)
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Shift:
Normal business hours 8 Am to 5 PM
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Reporting to:
SVP, Global Head of HR Operations
About the Role
We are seeking a highly skilled
Executive Assistant II
to join our
People Experience Division
.
This is a high-impact hybrid role supporting
57 senior leaders
in a fast-paced, dynamic environment.
Youll play a critical role in enabling leadership effectiveness, operational efficiency, and seamless communication across teams.
Key Responsibilities
Proactively anticipate the needs of senior leaders and ensure they are fully prepared for meetings, travel, and business priorities
Manage complex calendars and prioritize schedules with agility and precision
Coordinate end-to-end domestic and international travel, providing thoughtful recommendations when needed
Support full team meetings, including room logistics, technical setup, agenda preparation, and participant coordination
Prepare, review, and maintain highly detailed written materials, including executive and Board-level presentations
Create professional, polished presentations using
Microsoft PowerPoint and Word
Plan and coordinate events such as leadership meetings, conferences, and team gatherings
Prepare and submit accurate expense reports in compliance with company policies
Work independently with minimal oversight while offering proactive solutions
Serve as backup support to other Executive Administrative Specialists as needed
Handle special projects and miscellaneous tasks assigned by leadership
Qualifications & Skills
Demonstrated initiative with strong problem-solving and decision-making abilities
Ability to work independently after initial direction
Highly responsive, professional, and service-oriented
Strong attention to detail and discretion when handling confidential information
Excellent oral and written communication skills
Proven ability to collaborate across all organizational levels
Advanced proficiency in
Microsoft 365 (Outlook, Excel, PowerPoint, Teams)
Preferred experience facilitating virtual meetings
Required Experience
5+ years of experience
supporting multiple senior executives
Exceptional organizational and prioritization skills
Ability to adapt quickly to changing priorities and time-sensitive needs
Confident, approachable, and collaborative team player with a proactive mindset
Why Join Us?
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Exposure to senior leadership
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Hybrid work structure
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Opportunity to make a meaningful impact within People & HR Operations
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Potential for contract extension based on performance
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Interested candidates are encouraged to apply or message directly for more details.
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