Executive Assistant

Adecco is currently assisting a local client in their search to fill an exciting Executive Assistant role in Irvine, CA! Apply now if you meet the qualifications listed below!


Location: Irvine, CA

Hours: Full time 40-hour week (8:00am-5:00pm)

Pay: $35

Duration: 5 Months


Responsibilities & Details:    

  • Performs confidential administrative functions including preparation, routing, & development of executive-level communications & other correspondence, creation of presentations and collateral materials, etc.
  • Maintains organizational chart for Kelley Blue Book departments and functions.
  • Prepares various department reports and spreadsheets, utilizing advanced software such as PeopleSoft, MS Word, Excel, PowerPoint, and Visio. Prepares high-profile presentation decks under short time constraints.
  • Ensures appropriate routing of communications through the department, with emphasis on ensuring that necessary parties are involved/informed and appropriate priority levels are established
  • Manages executive(s) calendar closely with authority to determine and prioritize schedule. Schedules all meetings, appointments, and engagements and acts as liaison with 3rd party contacts and vendors.
  • Anticipates needs of the VP by meeting with him/her regularly to review upcoming meetings/commitments, prioritize activities & preparations, provide background information in advance of discussion, etc. Reviews calendar holistically to ensure that all commitments are met (i.e. company, board/committee, project, etc.)
  • Assists the VP in the management of his/her schedule by answering telephone, taking messages, and fielding all routine and non-routine questions. Routes calls where appropriate to ensure timely resolutions at the appropriate level.
  • Develops and maintains filing and organizational system(s) for office of VP.
  • Organizes departmental events and functions, such as programs, off-site meetings, holiday gatherings, etc. by arranging facilities and caterers, issuing information or invitations, coordinating speakers/guests, and maintaining event budget.
  • Support the Life Coordinator in the planning & execution of employee programs and communications for the Irvine campus, such as community relations events, All Hands Meetings, end of year celebration, Halloween and other culture events
  • Assists executive(s) with expense reporting and reviews/reconciles/expedites expense reports for direct reports to VP. Assists with contract and invoice approval for department.
  • Arranges complex and detailed travel plans and itineraries and compiles documents for travel-related meetings.
  • Provides impeccable customer service to employees, customers, and visitors.
  • Attends senior-level departmental meetings and maintains action items to ensure deliverables are met in required timeframe. Seeks input on agenda & publishes prior to each meeting.
  • Maintains regular communications with other executive and administrative assistants (both in and outside department) to ensure proper coordination of activities, meetings, communications, etc.
  • Works independently or within a team on special and nonrecurring and ongoing projects.
  • Acts as a project manager when needed, which may include planning and coordinating multiple presentations, disseminating information, organizing events, etc.
  • Qualifications:
  • Bachelor’s degree or equivalent preferred.
  • Excellent verbal & written communication & excellent interpersonal skills including patience, flexibility, consideration, discretion, tact, confidence, and initiative.
  • 3-5 years of executive level assistance experience required.
  • Ability to achieve business results through effective communication, influence, executive presence, organization, and effective problem-solving skills.
  • Innovation and creativity in the form of continuous improvement to internal processes.
  • Excellent computer skills, including high level if proficiency using MS Excel, Word, Outlook, Visio, and PowerPoint. PeopleSoft experience preferred.
  • Ability to demonstrate functional knowledge of administrative office practices and procedures pertaining to sensitive and confidential information.
  • Proven ability to manage time effectively using time management system, prioritize work effectively, and manage multiple projects simultaneously.
  • Ability to be proactive in scheduling meetings and handling tasks for the VP.


How to Apply: Click on “Apply Now” to be considered for this position or any other opportunities with Adecco.


IMPORTANT: This position is being recruited for by Adecco’s National Recruitment Center, not your local Adecco Branch Office. To be considered for this position, you must use the “apply now” button to submit your resume. If you have questions about the position, you may contact the recruiter recruiting for this position listed above. For other opportunities available at Adecco go to www.adeccousa.com.


If you have any questions surrounding the application process, please feel free to reach out to: quintasia.duncan@adeccona.com


The Adecco Group is a global leader in HR services.  Our group connects over 700,000 associates with our business clients each day through our 6,600 offices in over 70 countries and territories around the world.  We offer employment opportunities at any stage in your professional career.  Contact us today to discuss available contract and direct hire positions.  Adecco Group provides one of the most comprehensive benefits packages in the industry to contract workers to include Holiday, 401(k), Insurance Benefit Plans and Service/Anniversary Bonus opportunities.


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Reference number US_EN_99_022862_539141