Executive Assistant

Executive Assistant Triple Crown is a Workforce Solutions company specializing in Hardware, Firmware and Software Staff Augmentation. We have been in business since 2004 and have approximately 200 employees and 7 office locations nationally. In addition to our headquarters in Austin, TX, we have offices in San Jose, CA, Costa Mesa, CA, Scottsdale, AZ, Nashville, TN, Durham, NC, and Portsmouth, NH. Our culture is fast-paced, collaborative, and rooted in urgency, effective communication, and hard work. We are seeking a proactive and highly organized Executive Assistant to support our Executive Leadership Team and the Costa Mesa, CA office. This role goes far beyond traditional administrative tasks. We are looking for someone who: Is a strategic partner who thrives in helping executives succeed. Is detail-oriented yet adaptable, resourceful under pressure, and find satisfaction in making systems, schedules, and people more efficient. Excels at complex calendar management, including scheduling across multiple time zones, prioritizing competing demands, and protecting executive time. Anticipates needs before being asked, demonstrating sound judgment and self-initiative. Thrives in a dynamic environment, adapting quickly to shifting priorities. Finds fulfillment in a career in executive support. This role reports directly to the President of Core Business and supports the VP of Recruiting & Enterprise Solutions, as well as serving as the anchor for our Costa Mesa office. We view the Executive Assistant role as a strategic partnersomeone who doesnt just complete tasks but directly contributes to leadership success and organizational impact. Job Duties and Responsibilities: Support Executives and Site Lead with all administrative needs. This includes, but is not limited to, booking travel, meeting and event arrangements and assisting in providing effective support to staff. Manage complex calendars across multiple time zones, coordinating high-stakes meetings with internal and external partners while ensuring leaders time is used strategically. Manage and oversee multiple shared email inboxes, monitoring communications, assigning ownership, and ensuring timely responses guaranteeing nothing is missed. Gather, analyze, and prepare reports, presentations, and communications to support leadership decision-making on a recurring and ad hoc basis. Assist in tracking production teams progress and metrics, proactively scheduling necessary meetings and keeping track/notifying Site Lead and Executives of milestones staff may hit. Serve as a central point of coordination across departments, fostering effective communication and alignment with leadership objectives. Conserve Executives and Site Leads time by periodically taking minutes and sending recaps on necessary meetings both recurring and ad hoc. Following up on necessary action items with the appropriate parties. Exercise initiative in anticipating needs, addressing challenges, and taking ownership of assignments with minimal direction, managing special projects and coordinating project deliverables, as needed. Meet regularly with the supported leaders to align priorities, provide updates, and ensure clarity around ongoing projects and initiatives. Communicate in a professional and respectful manner to calls coming in on the main line directing people to the appropriate contact. Ensure proper functionality of the mechanics of the office including, but not limited to, greeting visitors, answering phones, stocking kitchen, ordering supplies, overseeing new hire set-up for internal hires, and communicating with building facilities for any issues or concerns. Respond to staff inquiries and properly route concerns related to Human Resources and Finance, including payroll, benefits, expense reimbursements, commission reports, or other matters. Coordinate projects, office initiatives, and events while staying aligned with budgets and company priorities. Proactively identify opportunities to streamline processes, improve efficiency, and drive continuous improvement in workflows and protect executive focus. Maintains leaderships confidence and protects business operations by handling sensitive information with the utmost discretion and professionalism. Adapt quickly to shifting business needs and priorities, demonstrating agility in handling evolving projects, requests, and challenges. Additional duties and responsibilities, as needed, are based on the frequently changing needs and growth that occurs across the company. Qualifications and Skills: Onsite/in-person role Associate degree welcomed; bachelors degree preferred Prior experience as an office or administrative assistant preferred Proficiency in full Microsoft Office suite Highly organized and able to keep others organized, looking for a master scheduler Able to prioritize multiple tasks seamlessly with high attention to detail Proactive approach to problem solving Excellent organizational, written and verbal communication skills Able to complete complex administrative tasks with minimal supervision Able to execute processes that may not have defined procedures Willing to take the initiative to complete unanticipated or ad hoc tasks A willingness to tackle matters in and outside areas of expertise with a can-do, flexible attitude, understanding that no job is too big or too small Maintain high level of confidentiality Triple Crown Consulting provides equal employment opportunities to all employees and employment applicants without regard to considerations of race, color, religion or creed, gender, sex (including pregnancy), national origin or ancestry, ethnicity, citizenship status, genetic information, military or veteran status, age, and physical or mental disability, or any other classification protected by applicable local, state, or federal laws. Triple Crown Consulting does not tolerate discrimination in any aspect of employment, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination. #J-18808-Ljbffr