Executive Assistant Union , CA

Executive Assistant

We're seeking a highly professional, resourceful, and proactive Executive Assistant to provide comprehensive administrative support to senior leadership. This role serves as a trusted partner, managing complex schedules, coordinating priorities, facilitating communication, and ensuring executives can focus on strategic business initiatives. The ideal candidate is highly organized, detail-oriented, and capable of anticipating needs, exercising sound judgment, and handling confidential information with discretion.

This individual thrives in a fast-paced environment and excels at balancing competing priorities while maintaining professionalism and exceptional service.

Day-to-Day Responsibilities

• Manage complex calendars, appointments, meetings, and travel arrangements.
• Coordinate executive schedules and resolve scheduling conflicts proactively.
• Prepare meeting agendas, materials, presentations, and supporting documentation.
• Attend meetings as needed, capture notes, and track action items and follow-up activities.
• Screen and prioritize emails, correspondence, and incoming requests on behalf of leadership.
• Conduct research, gather information, and prepare reports for decision-making purposes.
• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Manage expense reports and reimbursement submissions.
• Coordinate leadership meetings, offsites, client visits, and company events.
• Maintain confidential records, contracts, and executive files.
• Support budget tracking, vendor coordination, and invoice processing as needed.