Executive Assistant Ontario, CA

Executive Assistant

We are looking for an organized and proactive executive assistant to provide high-level support to senior leadership in Ontario, California. This long-term contract position is best suited for someone who can manage shifting priorities, maintain smooth daily operations, and contribute effectively within a close-knit office environment. In addition to executive support, this role includes light office coordination tasks that help keep the workplace running efficiently.

Responsibilities:

• Manage complex executive calendars, coordinate appointments, and ensure leadership schedules are organized and up to date.
• Arrange domestic and international travel, including itineraries, transportation, lodging, and any related scheduling details.
• Prepare and reconcile expense reports while maintaining accurate records and timely submissions.
• Support executive meetings by organizing logistics, confirming attendance, and helping materials are ready in advance.
• Serve as a dependable point of coordination for day-to-day executive operations in a small team setting.
• Handle incoming mail distribution and assist with general administrative tasks that support office workflow.
• Monitor and replenish shared office supplies such as coffee and other breakroom essentials.
• Help maintain a welcoming and orderly office environment, including light coordination tasks such as caring for office plants.
• Work onsite initially and adapt to a hybrid schedule if business needs allow after the first month.