Executive Assistant to CEO | Urgently hiring! | 837628

Helpmates

Irvine, CA

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JOB DETAILS

SALARY

$110,000–$125,000 Per Year

SKILLS

Biology, Board Meeting, C-Level Management, Calendar Management, Channel Strategies, Communication Skills, Cross-Functional, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Management, Expense Reports, Hardware Virtualization, Intellectual Property (IP), Leadership, Legal, Logistics, Manufacturing, Medical Equipment, Medical Products, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Operations Processes, Organizational Skills, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Product Support, Productivity Management, Project/Program Management, Strategic Planning, Systems Administration/Management, Time Management, Willing to Travel, Writing Skills

LOCATION

Irvine, CA

POSTED

30+ days ago

Executive Assistant to the CEO Urgently hiring in Irvine!
Job Title: Executive Assistant to the CEO
Pay: $110,000- $125,000 per year
Hours: 8:30am-5:00pm (MondayFriday)
Start Date: ASAP
Be the Strategic Partner Behind Executive Success
We are seeking an exceptional Executive Assistant with 10+ years of experience supporting C-level executives in publicly traded, product-driven, and intellectual property (IP)-focused organizations. This is more than a traditional administrative roleit is an opportunity to serve as a trusted business partner to the CEO, helping drive organizational efficiency, executive effectiveness, and strategic execution.

The ideal candidate is highly organized, proactive, resourceful, and thrives in a fast-paced environment where priorities shift quickly. You possess impeccable judgment, exceptional attention to detail, and the ability to anticipate needs before they arise. You are comfortable managing highly confidential information and interacting with executive leadership, Board members, investors, customers, and business partners with professionalism and discretion.
Key Responsibilities
As the Executive Assistant to the CEO, you will:

Serve as a trusted strategic partner, managing the CEO's daily priorities to maximize productivity and effectiveness.
Own a highly complex executive calendar, balancing competing priorities while anticipating scheduling conflicts and business needs.
Coordinate domestic and international travel, including detailed itineraries, logistics, accommodations, visas (when applicable), and expense reporting.
Prepare executive correspondence, presentations, reports, briefing materials, agendas, and other high-quality communications.
Support Board of Directors meetings by coordinating logistics, preparing meeting materials, and ensuring timely distribution of confidential documents.
Act as the primary liaison between the CEO and internal leadership, employees, customers, investors, legal counsel, and external business partners.
Screen communications, prioritize requests, and exercise sound judgment in determining appropriate responses and escalation.
Coordinate executive meetings, leadership off-sites, and company events while tracking action items and ensuring timely follow-up.
Assist with strategic initiatives, cross-functional projects, and special assignments requiring executive-level coordination.
Manage confidential business information with the highest level of integrity, professionalism, and discretion.
Improve administrative processes and identify opportunities to increase executive and organizational efficiency.

Qualifications
The successful candidate will have:

10+ years of Executive Assistant experience supporting C-suite executives, preferably CEOs, within publicly traded companies.
Experience supporting executives in product-based, technology, manufacturing, consumer products, medical device, life sciences, or intellectual property-focused organizations.
Demonstrated experience working with Boards of Directors, executive leadership teams, and external stakeholders.
Proven ability to manage multiple high-priority initiatives simultaneously while maintaining exceptional accuracy and attention to detail.
Outstanding organizational, project management, and problem-solving skills.
Excellent written and verbal communication skills with strong executive presence.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
Experience with Google Workspace, virtual meeting platforms, expense management systems, and calendar management tools.
Ability to anticipate executive needs, work independently, and make sound decisions with minimal direction.
High emotional intelligence, professionalism, and the ability to build trusted relationships across all levels of the organization.
Bachelor's degree preferred.

What Makes You Successful
You are someone who:

Anticipates needs rather than reacts to them.
Maintains absolute confidentiality and exercises exceptional judgment.
Thrives under pressure while remaining calm, organized, and solution-oriented.
Communicates with confidence, professionalism, and diplomacy.
Takes ownership, follows through, and consistently delivers results.
Enjoys partnering with executive leadership to help move the business forward.

Why Join Us?
This is an opportunity to become a valued strategic partner to an accomplished CEO and executive leadership team within a dynamic, growth-oriented organization. Your contributions will directly impact executive effectiveness, operational excellence, and the continued success of the business. If you are an experienced Executive Assistant who excels in high-performance environments and is looking for a long-term career opportunity where your expertise is recognized and valued, we encourage you to apply.

About the Company

Helpmates

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