Executive Administrator - HYBRID

Overview

Executive Administrator – HYBRID

AIS Insurance Specialists

While this position is posted as Executive Administrator - HYBRID, the internal job title at AIS is Executive Administrator.

Amazing Opportunity

Excellent corporate career opportunity
! We are currently recruiting a dedicated, service-oriented professional who is interested in an executive administration career in our Irvine, CA office.

An in-person interview may be required during the hiring process

Salary Pay Range

In CA:
Typical hiring range is $84,000 to $100,000

The expected base salary for this position will vary depending on a number of factors, including relevant experience, skills and location.

Job Summary

This role provides advanced, confidential administrative support to the CEO and executive leadership team. Serves as a key administrative point of contact to support executive operations, communication, and resolve issues. This is a hybrid role requiring in-office presence and plays an important role in maintaining a well-organized, professional corporate office environment.

Executive and Administrative Support:

• Relieve executives of administrative details, usually of confidential and time-sensitive matters.
• Provide administrative support to executives, including complex calendar management, meeting coordination, and correspondence handling.
• Prepare, compile, and distribute reports and presentations; maintain master spreadsheets for reporting.
• Maintain a working knowledge of Company operations, policies, and organizational procedures to effectively support leadership.
• Reconcile bi‑monthly timesheets for the corporate team and process required adjustments in UKG. Process marketing invoices in accordance with established procedures for payment.
• Manage executive and corporate expense reporting by administering, reviewing, and reconciling expenses in Concur in accordance with company policies.
• Complete ad hoc reports, mail merges, research, and miscellaneous projects for Executives, Sales, and Marketing depts.

Communication and Correspondence:

• Serve as a primary point of contact for internal and external communications on behalf of the executives.
• Draft, edit, and proofread correspondence, reports, and other written materials.
• Respond to inquiries and provide backup coverage for phones as needed.
• Ensure communications are professional, timely, and aligned with company standards.
• Assist with special projects and initiatives assigned by executives, including research, data analysis, and coordination with other team members.
• Support the handling of escalated customer complaints and executive‑level inquiries, including matters involving VIP customers, by coordinating information, facilitating resolution, and providing assistance to executives as needed.

Content Development and Internal Communications:

• Apply cross-functional knowledge and expertise to ensure consistency in messaging, tone, and brand standards.
• Partner with cross-functional teams to develop targeted communication for specific audiences.
• Develops messaging and communications strategies for key initiatives and business changes/impacts.
• Support the development and coordination of team member communications and change management initiatives related to business updates, leadership messaging, and organizational changes.

Event and Meeting Coordination:

• Coordinate logistics for company events, meetings, and conferences, including scheduling invitations and catering.
• Manage the purchase and distribution of corporate gifts, logo wear, and gift cards.

Office Operations and Facilities
:

• Oversee day‑to‑day administrative operations of the corporate office to ensure a professional, efficient, and well‑organized work environment.
• Provide administrative and operational support to executives and the management team, ensuring office processes align with business needs.
• Manage office operations and facilities by overseeing supplies and equipment procurement, inventory oversight, and vendor coordination, ensuring compliance with health and safety regulations to maintain a safe working environment.
• Coordination of the delivery of office services, including maintenance, repairs, cleaning, security,…