Executive Assistant

Executive Assistant

We are seeking a seasoned and strategic Executive Assistant to provide high-level administrative and operational support to an Officer-level leader. This role requires exceptional organizational acumen, judgment, and the ability to manage competing priorities with professionalism, discretion, and confidentiality. This is not a traditional assistant role, this is a trusted partner position that helps drive executive-level initiatives, ensures operational alignment, and facilitates communication across their assigned division.

As a Cross-Functional Liaison, the Executive Assistant acts as a vital bridge, collaborating across various divisions and representing the executive to facilitate internal partnerships, gather crucial insights, and ensure seamless communication and follow-through on key initiatives.

NOTE:

This role is hybrid and requires 3 days a week onsite in our Walnut Creek, CA office.

RESPONSIBILITIES / JOB DUTIES

• Executive Support

  • Provide proactive calendar, travel, and expense management to ensure the Officer's time is optimized and priorities are protected

  • Serve as the primary point of contact between the Officer and internal/external stakeholders

  • Prepare high-quality correspondence, meeting materials, and Officer/Executive-level presentations

• Operational & Strategic Coordination

  • Support and coordinate division planning cycles, business reviews, and leadership team meetings

  • Monitor key initiatives, timelines, and deliverables to ensure accountability and forward momentum

  • Help prioritize and organize complex work streams to align with enterprise goals

  • Prepares and delivers high-quality reports, presentations, and executive summaries on behalf of the executive, synthesizing complex information into clear, actionable insights for internal and external stakeholders.

• Leadership Enablement

  • Anticipate needs and remove obstacles to maximize the Officer's impact

  • Support internal communications and assist in drafting messages, updates, and presentations for broader audiences

  • Maintain the highest levels of confidentiality and discretion in handling sensitive information

  • Collaborate across divisions to support the Officer's internal partnerships and influence

  • Prepare the Officer for meetings and engagements by gathering insights, briefing materials, and follow-ups

  • Serve as a representative for the executive in internal meetings as needed, tracking action items and ensuring closure

• Project and Process Oversight

  • Partner with internal teams to manage special projects from concept through execution

  • Implement tools, templates, or processes that improve team efficiency and alignment

  • Track budgets, vendor relationships, and key operational metrics as needed

KNOWLEDGE / SKILLS / ABILITIES

• Proven ability to manage strategic and administrative functions in a high-velocity setting

• Strong organizational, project management, and problem-solving skills

• Excellent verbal and written communication skills

• High proficiency in Microsoft Office, Google Suite and collaboration tools (e.g., Google Meet, Zoom, etc)

• Ability to work independently while also thriving in a team-driven culture as part of a collaborative EA team.

• Strong business acumen, professional maturity and professional presence

What You Bring to AAA-MWG:

• A solutions-focused mindset and the ability to navigate ambiguity

• An eye for detail paired with the ability to see the bigger picture

• A genuine desire to make others more effective and successful

• The presence, polish, and confidence to represent your Officer and their team at all levels of the organization

EDUCATION, COMPETENCIES, CERTIFICATIONS/LICENSES

• Minimum Qualifications

  • High School diploma or GED

  • Extensive Executive Support:

    • 5-8 years of progressive executive administrative support, with significant direct C-suite or senior leadership (EVP, SVP, VP) support in a dynamic corporate environment.

    • Proven ability to strategically manage complex executive calendars, anticipating conflicts and prioritizing commitments.

  • Complex Travel & Logistics Management:

    • Expertise in complex domestic and international travel arrangements, including multi-leg itineraries, visas, ground transport, and efficient handling of last-minute changes.

    • Meticulous management of executive expense reports for accuracy, compliance, and timely submission.

  • High-Level Communication & Liaison:

    • Acts as primary liaison for the executive with internal/external stakeholders (clients, board members, senior leaders).

    • Excellent written communication: drafts, proofreads, and edits high-level correspondence, presentations, and internal communications for the Officer.

    • Strong verbal communication: represents the Officer professionally and effectively.

  • Meeting & Project Coordination:

    • Expertise in planning and facilitating high-stakes meetings, including agenda, materials, minutes, and action item tracking.

    • Proven ability to provide project coordination/light project management, tracking executive's initiatives, deadlines, and deliverables.

  • Discretion & Confidentiality:

    • Unblemished record of…