Executive Assistant POST NUMBER: 309435
xecutive Assistant to CEO
Irvine, CA | 100% Onsite
$85,000 - $100,000 DOE | Full-Time
About the Role
Our client is seeking a highly organized, proactive, and polished Executive Assistant to support a fast-paced CEO within an investment and family office environment. This is a high-visibility position requiring exceptional attention to detail, sound judgment, and the ability to manage confidential information with professionalism and discretion.
Responsibilities
- Manage complex business and personal calendars
- Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and reservations
- Prepare daily schedules, meeting materials, and executive briefings
- Take meeting notes and Board meeting minutes
- Manage expense reporting and executive administrative support
- Coordinate events, meetings, and special projects
- Assist with contracts, forms, filings, and executive documentation
- Support family office and executive business initiatives
- Anticipate needs, solve problems proactively, and ensure seamless day-to-day operations
Qualifications
- Bachelor's degree required
- 5 years of Executive Assistant experience supporting C-suite executives
- Extensive experience managing complex calendars and travel arrangements
- Strong proficiency in Microsoft Office Suite
- Excellent written and verbal communication skills
- Exceptional organizational, prioritization, and problem-solving abilities
- Ability to work independently and maintain strict confidentiality
- Stable work history with demonstrated longevity
Preferred Background
- Legal, paralegal, finance, investment, wealth management, private equity, or family office experience
- Experience reviewing contracts or legal documentation
- Familiarity with AI tools such as ChatGPT or Claude
- Event planning and project coordination experience
Ideal Candidate
- Calm, confident, and professional under pressure
- Highly trustworthy, discreet, and genuine
- Analytical and detail-oriented
- Comfortable supporting a direct, fast-moving executive
- Tech-savvy and resourceful
- Seeking a long-term opportunity with a growing organization
What We're Looking For
This role is ideal for a mid-career Executive Assistant who thrives in a demanding environment, takes ownership of their work, and enjoys being a trusted partner to an executive leader. The right person will bring a service-oriented mindset, strong initiative, and a commitment to excellence.
Compensation: $85,000 - $100,000 DOE
Schedule: Monday-Friday, 100% onsite in Irvine, CA
Employment Type: Full-Time
By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
Representation Notice
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.