Executive Assistant

Executive Assistant Summit Interconnect, Inc. Orange, CA Job Details Full-time $70,000 - $90,000 a year 1 day ago Qualifications Vendor relationship building Stakeholder engagement Microsoft Excel Maintaining an organized workspace Microsoft Outlook Operations management Logistics management Supplier management Inventory management 5 years Expense management Catering Facilities management Executive administrative support Event vendor coordination Task prioritization Conflict management Vendor relationship management Office management Managing executive calendars Senior level Travel scheduling Grammar Experience Communication skills Property management Stakeholder relationship building Stakeholder management Full Job Description We are seeking an exceptionally organized and detail-oriented Sr. Administrative Assistant & Office Manager to serve as the operational backbone of our organization. In this dual-capacity role, you will provide high-level, proactive support to the C-Suite and SVP, while simultaneously ensuring our 30-person office runs with precision and professionalism. The ideal candidate is a master of logistics who thrives in the details. You are the type of person who spots the error before anyone else, anticipates needs before they are spoken, and takes pride in creating an environment—both virtually and physically—that allows leadership and staff to do their best work.

Key Responsibilities Executive Support Strategic Calendar Management:

Masterfully orchestrate complex calendars for multiple senior executives; apply a strategic filter to scheduling, prioritization, and conflict resolution across global time zones to maximize executive efficiency.

Complex Travel Logistics:

Plan and execute seamless domestic and international travel itineraries, including flights, lodging, and ground transportation, ensuring zero friction in the travel experience.

Financial Accuracy:

Prepare and reconcile expense reports with impeccable accuracy and timeliness, adhering strictly to company policy.

Stakeholder Liaison:

Act as the primary gatekeeper and point of contact for internal and external stakeholders, treating all interactions with professionalism, grace, and discretion.

Event Coordination:

Plan and execute high-stakes meetings, executive offsites, and partner visits, managing all logistics from catering to materials with a keen eye for detail.

Office Management & Operations Operational Excellence:

Serve as the "Go-To" Office Manager for a 40-person team, ensuring the physical workspace is always pristine, functional, and welcoming.

Inventory & Vendor Management:

Proactively manage inventory (kitchen, coffee, office supplies) to ensure we never run low on essentials. Liaise with vendors and service providers to ensure quality delivery of services.

Facility Oversight:

Act as the primary liaison with property management for maintenance requests, repairs, and building access, ensuring issues are resolved immediately.

Culture Carrier:

Assist in creating a positive office culture by ensuring the environment is professional and conducive to productivity.

Proactive Administration Anticipatory Support:

Proactively identify executive needs and potential roadblocks; solve problems before they impact the executive team.

Confidentiality:

Handle sensitive and confidential information with the utmost integrity and sound judgment.

Special Projects:

Support ad hoc administrative projects and presentations with a focus on formatting, proofreading, and data accuracy.

Qualifications Experience:

Minimum of 5+ years of experience as an Administrative Assistant supporting C-Suite or senior-level executives.

Dual Focus:

Demonstrated experience successfully balancing executive support with office management duties.

Organizational Prowess:

Unflappable organizational skills with the ability to manage competing priorities without letting details slip through the cracks.

Communication:

Exceptional written and verbal communication skills; ability to draft professional correspondence with perfect grammar and tone.

Tech Savvy:

Proficiency with Microsoft Office (Outlook, Excel, PowerPoint) and modern expense/travel management tools.

The Ideal Candidate Detail-Obsessed:

You are the person who notices the typo on the menu. You double-check every date, time, and confirmation number naturally.

Composed:

You remain calm and effective under pressure, capable of pivoting quickly when schedules change.

Service-Oriented:

You have a genuine desire to help others and take pride in making the lives of your executives easier.

Self-Starter:

You don't wait for instructions; you see what needs to be fixed or improved and you take ownership. ITAR Compliance Notice This position requires compliance with the International Traffic in Arms Regulations (ITAR). Under ITAR, candidates must be a U.S. citizen, U.S. lawful permanent resident (e.g., "Green Card" holder), asylee, or refugee as defined by 8 U.S.C. 1324b(a)(3). Applicants who do not meet this requirement may not be eligible for employment in this position. Summit Interconnect is an Equal Opportunity Employer We are committed to fostering an inclusive and diverse workplace where everyone is valued and respected. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic.