Executive Administrative Assistant

Executive Administrative AssistantWe are seeking a highly polished and proactive Executive Administrative Assistant to support the Chief Human Resources Officer (CHRO) in a fast-paced, executive environment. This role sits at the center of a dynamic leadership team and requires someone who thrives on organization, operates with urgency, and brings a strong sense of ownership to everything they do. This is a highly visible role supporting senior leadership across HR and executive operations, with exposure to confidential business initiatives, executive presentations, and cross-functional coordination.ResponsibilitiesManage complex and ever-changing executive calendars, including scheduling with internal leadership and external stakeholders.Prepare and edit executive-level presentations (PowerPoint) and reports, incorporating AI tools to enhance efficiency and quality.Coordinate meetings, leadership presentations, and high-level communications.Handle expense reporting and track transactions across HR and executive team expenses.Support file management, document organization, and process coordination for leadership initiatives.Assist with light coordination of international travel logistics, including China-based coordination, and executive travel planning.Draft and send professional communications on behalf of leadership.Act as a gatekeeper and strategic partner prioritizing tasks and ensuring timely follow-up across competing priorities.Maintain strict confidentiality when handling sensitive HR and business information.Essential Skills2-4 years of executive or administrative support experience, preferably supporting leadership or executives.Strong proficiency in Microsoft Office, especially Outlook, Excel, and PowerPoint.Experience using or interest in AI tools for productivity and presentations is highly preferred.Experience supporting calendar management and executive scheduling in a fast-paced environment.Exposure to expense reporting and business operations processes.Strong sense of urgency and proactive mindset, anticipating needs instead of reacting.Excellent organizational and interpersonal skills.Clear, concise communicator direct, to the point, but still approachable.Tech-savvy and comfortable learning new tools quickly.Able to confidently interact with executives and leadership teams.High level of discretion and professionalism in handling confidential HR matters.Enjoys being in an administrative/executive support career path long-term.Additional Skills & QualificationsProficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.Experience with expense reporting tools, such as TravelBank.Familiarity with AI tools for enhancing productivity and presentations.Strong organizational skills and a proactive mindset.Comfortable interacting with executives and leadership teams.Work EnvironmentThis is a temporary-to-hire position with working hours from 8-5, with some flexibility.

The role is 100% onsite at the corporate headquarters in Pasadena, which is a 10-story office building. The environment is business professional, as you will be sitting in an office with the legal team, HR, and multiple c-suite executives. A professional demeanor and attention to detail are essential due to interactions with the c-suite.Job Type & LocationThis is a Contract to Hire position based out of Pasadena, CA.Pay and BenefitsThe pay range for this position is $30.00 - $35.00/hr.Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.Eligibility requirements apply to some benefits and may depend on your job classification and length of employment.

Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)Application DeadlineThis position is anticipated to close on Nov 6, 2026.Workplace TypeThis is a fully onsite position in Pasadena, CA.