Administrative Assistant

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Overview

We are seeking a highly polished and proactive Executive Administrative Assistant to support the CHRO in a fast-paced, executive environment. This role sits at the center of a dynamic leadership team and requires someone who thrives on organization, operates with urgency, and brings a strong sense of ownership to everything they do. This is a highly visible role supporting senior leadership across HR and executive operations, with exposure to confidential business initiatives, executive presentations, and cross-functional coordination.

Key Responsibilities

• Manage complex and ever-changing executive calendars, including scheduling with internal leadership and external stakeholders
• Prepare and edit executive-level presentations (PowerPoint) and reports, including incorporating AI tools to enhance efficiency and quality
• Coordinate meetings, leadership presentations, and high-level communications
• Handle expense reporting (Travel Bank) and track transactions across HR and executive team expenses
• Support file management, document organization, and process coordination for leadership initiatives
• Assist with light coordination of international travel logistics (including China-based coordination) and executive travel planning
• Draft and send professional communications on behalf of leadership (email/text)
• Act as a gatekeeper and strategic partner prioritizing tasks and ensuring timely follow-up across competing priorities
• Maintain strict confidentiality when handling sensitive HR and business information

Qualifications

• 2+ years of executive or administrative support experience (supporting leadership preferred)
• Strong proficiency in Microsoft Office (especially Outlook, Excel, PowerPoint)
• Experience using or interest in AI tools (e.g., ChatGPT) for productivity and presentations is highly preferred
• Experience supporting calendar management and executive scheduling in a fast-paced environment
• Exposure to expense reporting and business operations processes

What Were Looking For

• Strong sense of urgency and proactive mindset - you anticipate needs instead of reacting
• Loves to organize and has extreme attention to detail (type A mindset)
• Clear, concise communicator - direct, to-the-point, but still approachable
• Tech-savvy and comfortable learning new tools quickly
• Able to confidently interact with executives and leadership teams
• High level of discretion and professionalism handling confidential HR matters
• Someone who enjoys being in an administrative/executive support career path long-term

Job Type & Location

This is a Contract to Hire position based out of Pasadena, CA.

Pay and Benefits

The pay range for this position is $30.00 - $35.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan
• Pre-tax and Roth…