Executive Assistant

Executive Assistant

The Executive Assistant will be responsible for providing high-level administrative support to Sound United's Executive Leadership Team. The ideal candidate will serve as a trusted partner to executive leaders while also acting as the first point of contact for visitors and clients, ensuring a positive impression and smooth office operations.

This role will coordinate executive calendars, meetings, travel arrangements, communications, and other administrative activities that enable leaders to operate efficiently and effectively. A portion of this role will also include organizing and executing small- to mid-scale corporate events.

As a highly visible position, the Administrative Assistant will collaborate with leaders across the organization, exercise exceptional professionalism and discretion, and handle sensitive and confidential information. Success in this role requires outstanding organizational skills, attention to detail, sound judgment, and the ability to thrive in a fast-paced environment. The individual will build strong working relationships with executive leaders and make a meaningful contribution to the overall effectiveness and efficiency of the organization.

What You Will Do

• Provide proactive, high-level administrative support to Executive Leaders, managing complex calendars, scheduling priorities, communications, travel arrangements, and daily logistics to maximize executive effectiveness and productivity.
• Partner closely with executives to ensure they are informed of key priorities, deadlines, commitments, and emerging issues, helping them anticipate challenges and stay aligned on critical business objectives.
• Serve as the primary point of contact for the front desk and reception area, professionally welcoming visitors, managing the Envoy check-in process, handling incoming mail and deliveries, and creating a positive visitor experience.
• Coordinate and facilitate executive meetings, leadership team meetings, and other business gatherings by scheduling appointments, preparing agendas and meeting materials, tracking action items, recording meeting minutes, and managing on-site logistics such as conference rooms and catering.
• Manage domestic and international travel arrangements for executives, including itinerary development, transportation, accommodations, registrations, and other travel-related logistics.
• Prepare, submit, and track executive expense reports through Emburse, ensuring accuracy, compliance, and timely completion.
• Collaborate effectively with executive assistants, administrative professionals, and cross-functional teams to coordinate activities, schedules, communications, and requests on behalf of Executive Leaders.
• Build and maintain strong working relationships across all levels of the organization while exercising sound judgment, professionalism, and discretion when handling confidential and sensitive information.
• Partner with Facilities Management to support the efficient operation of the office environment and ensure a welcoming experience for employees, executive visitors, customers, and business partners.
• Provide additional administrative and project support as needed to advance executive and organizational priorities.

What You Need to Be Successful

• Minimum 5-7 years of experience supporting senior executives, including C-suite leaders, in a fast-paced corporate environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Strong verbal and written communication skills.
• Strong organizational skills: able to effectively prioritize assignments and competing deadlines in a fast-paced environment.
• Strong attention to detail, commitment to producing accurate work in a timely manner.
• Ability to handle sensitive situations and confidential information with discretion.
• Experience in organizing and managing meetings, conferences, and events can be beneficial.
• May require occasional overtime.

What Makes You Eligible

• You are eligible to work in the United States.
• This is a hands-on, on-site role requiring full-time presence at the Carlsbad, CA office due to direct interaction with physical product, inventory, and operational assets; this position…