Executive Administrative Assistant

Back to Category List

Executive Administrative Assistant

Be a part of a dynamic team and the opportunity to make a difference in people"s lives. BA is a leader in design for healthcare, senior living, workplace, and science and technology, providing sustainable architecture and interior design services from thriving offices in Irvine, Boulder, Charlotte, Dallas, Los Angeles, Phoenix, Sacramento, San Francisco, and Seattle.

Position Overview:

We are looking for a proficient Executive Administrative Assistant to provide effective secretarial and administrative support to the OC and LA offices in a timely and well-organized manner. This position entails close collaboration with executives, streamlining their work and communications through various tasks. As an individual contributor, your role will involve offering personalized assistance to ensure operational smoothness and efficient communication. Responsibilities span from managing schedules and correspondence to organizing meetings and maintaining confidentiality. This person will play a pivotal role in supporting our executives and enhancing the overall efficiency of our organization.

• This is a fully in-person role and requires working on site at our Irvine office five days per week.*

Duties & Responsibilities:

• Will primarily support the Irvine and Los Angeles leadership team which consists of 4-5 individuals.
• Act as a point of contact between the executives and internal/external clients.
• Handle internal and external requests and queries appropriately.
• Potentially screen correspondence on behalf of executives.
• Manage and update executive calendars to ensure optimal time utilization.
• Draft and prepare official communications, reports, and presentations.
• Coordinate travel arrangements, including flights, accommodations, expense reports, and itineraries for executives.
• Monitor office supplies and research advantageous deals or suppliers.
• Produce reports, presentations, and briefs.
• Maintain and organize official documents, records, and files in a systematic manner ensuring confidentiality and proper storage of sensitive information.
• Prioritize conflicting needs; handle matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Assist in the planning, scheduling, and execution of company events, meetings, conferences, and special projects.
• Will be responsible for a variety of ad hoc projects which may necessitate a high degree of confidentiality.
• Miscellaneous administrative and event-related duties as assigned.

Required Experience:

• Bachelor"s degree. Experience in place of a degree will be considered.
• At least 5 years of experience as a full-time executive assistant.
• Advanced comprehension of office management and procedures.
• Excellent knowledge of Microsoft Office Suite.
• Proficiency in troubleshooting AV equipment for on-site and off-site meetings.
• Experience with event management.
• Exemplary planning and time management skills.
• Ability to multitask and prioritize daily workload.
• High level of verbal and written communication skills.
• Ability to exercise discretion and maintain confidentiality.
• Strong attention to detail.
• Ability to effectively communicate issues and concerns to stakeholders, vendors, and project team members.

Physical requirements needed to perform the essential functions of the job, with or without reasonable accommodation:

• Ability to operate a keyboard, mouse, phone and perform repetitive motion (keyboard); writing (notetaking); reading and analyzing written material.
• Ability to sit for long periods; stand, sit, reach, bend, lift up to thirty (30) lbs.
• Ability to express or exchange ideas to impart information to the public and internal employees and to convey detailed instructions accurately and quickly.

The MINIMUM salary for this position is approximately equivalent to an annual salary of $76,000, depending on experience. We offer employees a full benefits package including (but not limited to) medical, dental, vision, and life insurance, a 401-k plan with an employer match, and paid vacation, sick, holiday, and volunteer time.

For full consideration, please complete our online application and submit your cover letter and resume.

Thank you for your interest in our firm!