Executive Assistant

• Manage and coordinate calendars for multiple executives, including scheduling meetings, resolving conflicts, and ensuring leadership is prepared with necessary materials in advance.
• Answer and route incoming phone calls professionally, take messages, and follow up as needed.
• Monitor and manage shared email inboxes and flag items requiring executive attention.
• Process incoming and outgoing mail and packages, including sorting, distributing, scanning, and filing.
• Coordinate travel arrangements including flights, hotels, and ground transportation.
• Prepare conference rooms for meetings, coordinate catering and supplies, and greet visitors.
• Maintain organized digital and physical filing systems for executive correspondence, contracts, and operational documents.
• Step in to support other departments with data entry, report formatting, and ad hoc administrative tasks as needed.
• Order and maintain office supplies and coordinate with building management and vendors for office needs.
• Assist with basic expense report preparation and invoice routing.

• 2+ years of experience in an administrative support, secretary, or office coordinator role. Strong proficiency in Microsoft Office (Outlook, Word, Excel) and Google Workspace.
• Demonstrated ability to manage calendars and coordinate schedules for multiple people simultaneously.
• Excellent phone manner and professional written communication skills.
• High attention to detail, particularly with data entry and document handling.
• Ability to handle confidential information with discretion.
• Reliable, punctual, and comfortable working in-office five days a week in La Jolla.
• Strong organizational skills with the ability to prioritize and pivot between tasks without losing track of commitments.

• Experience supporting C-suite or senior leadership in a healthcare, staffing, or professional services environment.
• Familiarity with HRIS platforms or HR/operations software.
• Experience coordinating travel.
• Notary public certification or willingness to obtain one. 

Location: La Jolla, CA

Pay: $26/hr

Schedule: Monday-Friday 8a-430p, fully on-site