Executive Assistant in La Jolla at Vaco

Date Posted: 8/21/2019

Job Snapshot

  • Employee Type:
  • Location:
    La Jolla
  • Job Type:
  • Experience:
    4 to 12 years
  • Date Posted:
  • Job ID:

Job Description

Job Title: Executive Assistant

Location: La Jolla, CA

Type: Contract to Hire; hiring now!

Job Description: (below)

Position Summary

The Executive Assistant will serve as the primary point of contact for internal and external communications on behalf of the executives he/she supports. In addition, the Executive Assistant will own a wide variety of administrative tasks for company leaders and their respective teams, including: managing calendars and email inboxes, completing expense reports, composing confidential correspondences and arranging meetings. Many of the duties performed require considerable confidentiality, initiative, tact and independent judgement.

Essential Duties and Responsibilities

  • Maintain an extremely busy schedule/calendar that often changes rapidly, inclusive of booking and rescheduling multiple meetings
  • Answer phone lines and attend to CEO's email and review incoming correspondence
  • Liaise with the company's internal travel team and ensure travel arrangements, accommodations, transportation, meeting space and restaurant reservations are scheduled according to CEO's specifications
  • Anticipate, plan, organize and simplify the day-to-day life of the CEO
  • Ensure that the CEO is prepared for all meetings with required materials
  • Maintain CEO's office and home office technology including coordinating updates, backup routines and maintenance of devices
  • Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures
  • Support and coordinate activities across related business owned by CEO
  • Other duties as assigned


  • Bachelor's degree required
  • Minimum 3-5 years of Executive Assistant experience required
  • Elevated level of commitment to excellence and ability to perform assigned tasks to the highest standards
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Proven ability to handle confidential information with discretion
  • Excellent interpersonal skills with the ability to build relationships with stakeholders, including staff, board members and external partners or vendors
  • Emotional maturity and resiliency are essential characteristics in order to be successful in this role
  • Demonstrated proactive and resourceful approaches to problem-solving with strong decision-making capabilities
  • Must be fully proficient in MS Office Suite, WebEx and internet research
  • May need to work extended hours and/or weekends on occasion