Sr. Leadership Administrative Partner

Job Title

Sr. Leadership Administrative Partner

• Location:
  
  Irvine, CA 92606
• Pay rate: $39.2–$51.84/hr.
• Duration: 8 months (starting right away)

The Executive Assistant (EA) is the "heartbeat" of the studio, serving as a critical hub for operations and communication. The role focuses on monitoring and adjusting CDO’s schedule to accommodate everyday changes, responding to urgent tasks, and ensuring effective coordination among design leaders, operations staff, and external stakeholders.

• Communication Gateway
  :
  Maintain contact between design leaders, the operational team, and CDO.
• Urgent Response
  :
  Promptly address urgent tasks and communicate changes to all relevant parties.
• Onboarding
  :
  Align with the current EA for a one‑month transition period before maternity leave.
• Studio Culture
  :
  Foster a fun, upbeat environment with coworkers.
• Attitude & Skills
  :
  Resilient professional with strong cross‑functional communication and proactive problem‑solving in fast‑paced settings.
• Hours
  :
  Studio core hours 9 AM‑5 PM; available by text for urgent items beyond core hours.
• Travel/WFH
  :
  No travel required; optional WFH on CDO’s travel days.
• Full Calendar Support
  :
  Serve as gatekeeper for all CDO meetings, ensuring a back‑to‑back schedule is maintained.
• Priority Alignment
  :
  Collaborate with four operations support staff to identify priority meetings and present them to CDO each Tuesday.
• Schedule Adjustment
  :
  Shift and adjust CDO’s schedule for urgent cross‑functional meetings and shifting CEO meetings.
• Labeling & Categorization
  :
  Create Gmail Calendar labels for weekly, monthly, quarterly, and CEO meetings.
• Proactive Management
  :
  Text CDO and the support team when meetings run long or when CDO is running late.
• Travel Arrangements
  :
  Use the NAVAN client system to update flights and arrange additional travel needs.
• Expense Reports
  :
  Submit corporate card expense reports via the Coupa system each month.
• Inbox Support
  :
  Schedule external meetings for CDO and coordinate with other senior leader EAs to move CDO’s schedule daily.
• Design Agendas
  :
  Update Excel agendas for recurring design reviews a day before each meeting.
• Note Taking
  :
  Take brief notes at weekly and monthly leader staff meetings and send recaps to leaders.
• Contact Coordination
  :
  Maintain a handbook of contacts for senior leaders and support staff.
• Morning Routine
  :
  Greet CDO in the morning and provide coffee.
• Lunch Support
  :
  Obtain and expense CDO’s lunch when in person.
• End‑of‑Day Recap
  :
  Send end‑of‑day recap each weekday to keep CDO updated on changes and upcoming travel.
• Event Coordination
  :
  Assist catering on studio events for food and beverage.
• Visitor Management
  :
  Greet VIP guests, manage sign‑in, and secure NDA for studio access.
• Team Support
  :
  Collaborate in the EAs Slack channel for shared updates and leadership travel coordination.
• Light Calendar & Travel Support
  :
  Add conference room bookings, resolve calendar conflicts, and support NAVAN travel for Sr. Directors.

• High proficiency in calendar management and scheduling coordination.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities in a fast‑paced environment.
• Experience with navigation of corporate travel systems (e.g., NAVAN, Coupa) is preferred.
• Proactive, detail‑oriented mindset.