Current jobs related to Executive Assistant, Office Administrator - Irvine - Tevora

  • Executive Assistant and Office Administrator

    1 week ago

    Irvine, California, United States Tevora Full time

    Job Title: Executive Assistant and Office AdministratorWe are seeking a highly skilled and experienced Executive Assistant and Office Administrator to join our team at Tevora.Job Summary:The successful candidate will provide administrative support to our executive team, manage office operations, and ensure the smooth day-to-day functioning of our office.Key...

  • Executive Assistant and Office Administrator

    4 weeks ago

    Irvine, California, United States Tevora Full time

    Job DescriptionTevora is seeking a highly skilled and organized Executive Assistant and Office Administrator to join our team. As a key member of our administrative team, you will provide exceptional support to our executives and ensure the smooth operation of our office.Key Responsibilities:Provide administrative support to our executives, including...

  • Executive Office Assistant

    1 day ago

    Irvine, California, United States MAHLER PRIVATE STAFFING Full time

    Job Title: Executive Office AssistantJob Summary:We are seeking an experienced Executive Office Assistant to join our team at Mahler Private Staffing. The successful candidate will provide administrative support to our clients, ensuring the smooth operation of their offices.Key Responsibilities:Provide administrative support to clients, including scheduling,...

  • Executive Office Assistant

    3 months ago

    Irvine, United States MAHLER PRIVATE STAFFING Full time

      A well-established Family Office is seeking an Executive Office Assistant (EOA) to support the Family Office team by implementing requests from the office leadership team in real-time. The role involves a variety of administrative and operational duties, requiring proficiency in scheduling and calendar management, policy and procedure execution,...

  • Executive Assistant to Chief Executive Officer

    4 weeks ago

    Irvine, California, United States BIORAY® Full time

    About BIORAYBIORAY is a leading company that balances nature and science to create safe and effective liquid herbal supplements. Our mission is to help people find their own unique path to healing at every life stage.We're dedicated to "Helping people find their own unique path to healing." Our core values—Curiosity, Honor, Ownership, Fun, Listening,...

  • Executive Assistant to Chief Executive Officer

    2 months ago

    Irvine, United States BIORAY® Full time

    EXECUTIVE ASSISTANT, BIORAY®ABOUT BIORAYFor the last 34 years, BIORAY® balances nature and science to create safe and effective liquid herbal supplements that support health, vitality, and the environment. BIORAY®'s main purpose is to help people find their own unique path to healing at every life stage.We're dedicated to "Helping people find their own...

  • Executive Assistant

    1 month ago

    Irvine, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a contract to hire employment opportunity for an Executive Assistant in Irvine, California. In this role, you will be providing administrative support within a fast-paced and dynamic work environment. Your core duties will revolve around managing executive schedules, handling travel arrangements, and overseeing...

  • Administrative Assistant

    4 weeks ago

    Irvine, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a contract to hire opportunity for an Administrative Assistant in Irvine, California. This role primarily revolves around providing administrative support within a hybrid remote and in-office environment. The job function involves a blend of administrative tasks, including executive assistant work, human...

  • Executive Assistant

    1 month ago

    Irvine, United States Studio X LLC Full time

    Executive Assistant to the CEO, Studio X LLC Part-time/Hybrid Position Based in Orange County; must be willing to drive on site & in between studio locations.Position Overview: The Executive Assistant will provide high-level comprehensive administrative support to the CEO, ensuring efficient operation of the executive office. This role requires exceptional...

  • Chief Administrative Officer

    7 days ago

    Irvine, California, United States Adriana's Insurance Full time

    Job SummaryAdriana's Insurance is seeking a highly skilled and organized Executive Assistant to support our CEO. This influential role requires exceptional communication skills, a keen attention to detail, and the ability to handle sensitive information with discretion.Key ResponsibilitiesManage and maintain the CEO's calendar, scheduling appointments and...

  • Administrative Assistant

    4 weeks ago

    Irvine, United States Vaco Full time

    Job Title: Administrative Assistant Vaco is currently seeking a highly organized and self-motivated Administrative Assistant to join our clients expanding organization.The Administrative Assistant will be responsible for delivering top-tier administrative support, welcoming and directing visitors, and efficiently handling phone calls and emails. Ideal...

  • Administrative Assistant

    3 weeks ago

    Irvine, United States Vaco Full time

    Job Title: Administrative Assistant Vaco is currently seeking a highly organized and self-motivated Administrative Assistant to join our clients expanding organization.The Administrative Assistant will be responsible for delivering top-tier administrative support, welcoming and directing visitors, and efficiently handling phone calls and emails. Ideal...

  • Senior Administrative Assistant

    2 days ago

    Irvine, California, United States Vaco Full time

    Job Summary:The Senior Administrative Assistant will provide comprehensive administrative support to senior executives and contribute to the efficient operation of the office. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information. The ideal candidate will be proactive, resourceful, and...

  • Executive Assistant

    4 weeks ago

    Irvine, California, United States Vivant Talent Full time

    Job Title: Executive AssistantJob Summary:The Executive Assistant will be responsible for maintaining the organization and confidentiality of sensitive documents, ensuring the secure and efficient handling of confidential information.Key Responsibilities:Maintain and organize confidential files in both physical and digital formats.Implement and update secure...

  • Administrative Assistant

    1 month ago

    Irvine, California, United States Better Debt Solutions Full time

    Job Title: ReceptionistAt Better Debt Solutions, our mission is to provide compassionate and empowering solutions for individuals seeking financial freedom. We strive to create a culture of excellence, driven by tailored strategies, transparent practices, and a commitment to exceeding expectations.Job Summary:We are seeking a highly skilled and professional...

  • Executive Assistant to Chief Executive Officer

    1 week ago

    Irvine, United States Willow Laboratories Full time

    Job Summary: Willow Laboratories, Inc. is a medical technology innovator, guided by a mission to improve lives by making the impossible possible through innovation.Reporting to the Chief Executive Officer, the Executive Assistant provides critical support to enable the CEO to most effectively advance company initiatives and goals. The ideal candidate must...

  • Executive Assistant II

    3 days ago

    Irvine, California, United States Nikkiso Cryogenic Industries Full time

    Job Overview:We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative and logistical support to our Executive Team.You will be working with our Executive Business Partner to ensure the smooth operation of the growing Executive Administration team and contribute to the overall success of the...

  • Executive Assistant II

    2 weeks ago

    Irvine, California, United States Nikkiso Cryogenic Industries Full time

    Job Title: Executive Assistant IINikkiso Cryogenic Industries is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative and logistical support to our Executive Team.Job Overview:We are looking for a skilled and experienced Executive Assistant to work closely with our Executive Business Partner and Executive...

  • Administrative Assistant

    4 weeks ago

    Irvine, California, United States Month2Month Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Month2Month. As a key member of our HR department, you will play a vital role in supporting our recruitment process, administering employee records, and maintaining confidentiality in HR matters.Key ResponsibilitiesAssist in scheduling interviews,...

  • Office Administrator

    4 weeks ago

    Irvine, California, United States CHAGEE USA Full time

    Office AdministratorCHAGEE USA is a modern tea house with a global presence, seeking an organized and proactive Office Administrator to provide exceptional support to our clients, visitors, and team members. As the first point of contact for our office, you will play a crucial role in ensuring the smooth operation of our new office and contributing to our...

Executive Assistant, Office Administrator

3 months ago

Irvine, United States Tevora Full time
Job DescriptionJob Description

Executive Assistant, Office Administrator

at Tevora

Irvine, CA


If you haven't heard of Tevora, it's because we've done our job

Tevora is a tight-knit community of professionals with a shared passion for our craft. Every day, we combine in-depth knowledge of cybersecurity, technology, and compliance to help create more secure digital environments. To Tevorans, every problem is a puzzle in need of solving. We strongly believe that if we put smart, driven people in a room together, they will accomplish great things. We maintain a supportive culture that celebrates continuous learning, diverse perspectives, and sharing the wins. That's why we have our eyes on you.


What's the role?

Tevora is seeking an Executive Assistant and Office Administrator to join the team.

We are looking for a seasoned Executive Assistant whose duties will also include office management. This person will work from our new office on the Irvine Spectrum Terrace campus, and will provide support for executive management, heavy calendar management, coordination of business meetings, travel arrangements and financial docs, and will also manage various office and administrative tasks, such as greeting visitors at the front desk and running errands.

This person will serve as liaison between executives and other departments within the organization and will prioritize and manage multiple projects simultaneously with little or no supervision.  This position will require a high level of organization, attention to detail, discretion, and strong communication skills. The right candidate will be flexible and adaptable and able to handle a variety of tasks that may arise unexpectedly, often with tight deadlines.

A day in the life could include:

Executive Assistant Essential Duties: 

  • Support the CEO, the President/COO, and other executives as needed, including scheduling meetings, managing calendars, ordering lunches, and booking conference rooms.
  • Run errands between the office and the executives' residence and assist with scheduling appointments for the CEO and President/COO.  
  • Book travel and lodging for CEO and President/COO.  
  • Communication Management: Hande incoming and outgoing communications, including emails, phone calls, and written correspondence. This includes drafting and proofreading emails, letters, and other documents.
  • Meeting Preparation: Organize and prepare materials for meetings, including creating agendas, compiling reports, and taking minutes. Ensure the executives are well prepared for meetings.
  • Project Management: Oversee and manage specific projects or initiatives on behalf of the executives, ensuring deadlines are met and objectives are achieved.
  • Gatekeeping: Act as a gatekeeper, managing the flow of information and requests to the executives, prioritizing tasks, and ensuring time is used efficiently.
  • Maintain a high level of confidentiality, especially when dealing with sensitive information related to the executives, the company, or its clients.
  • Organize and coordinate events, conferences, or other company functions, from planning to execution.
  • Travel Coordination: Arrange complex travel plans, including booking flights, hotels, transportation, and preparing detailed itineraries.
  • Financial Management: Assist with budgeting, expense reporting, and managing invoices or other financial documentation.
  • Build and maintain relationships with key contacts, both within and outside the organization, on behalf of the executives.
  • Document Management: Organize and maintain the executive files, both digital and physical, and ensure that all important documents are easily accessible.
  • Provide research, analysis, and recommendations to assist the executives in making informed decisions.
  • Perform other duties as assigned

Office Administration Essential Duties: 

  • Greet and sign in visitors to Envoy system, provide assistance and information 
  • Accept ingoing and outgoing mail, packages, and deliveries 
  • Manage office space, ensuring it is clean, organized and well maintained.  This includes reception, waiting area and kitchen 
  • Monitor and manage kitchen supplies, ordering items as needed 
  • Partner with IT to coordinate office maintenance and repairs, liaising with vendors and service providers 
  • Assist IT with equipment shipments and returns 
  • Manage office main phone line, delivering messages to correct department 
  • May assist Marketing with company events
  • Manage AMEXGBT travel site and set up users
  • Support HR Projects and Initiatives as needed 
  • Perform other duties as assigned

Necessary skills and qualifications:

  • Minimum 3 years' experience as an Executive Assistant, Office Manager, or similar experience
  • Proficient in Outlook, Excel, Word, Powerpoint
  • Demonstrated interpersonal skills
  • Excellent oral, written, communication skills, and handle confidential information
  • Must have attention to detail and time management skills
  • Excellent writing, proofreading and editing skills
  • Must be authorized to work in the U.S
  • Must have valid driver's license

Bonus Points:

  • Travel Arrangements and Expense Management, preferably AmexGBT
  • Familiarity with Cybersecurity and Information Technology

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. 
  • Frequently required to use hands or fingers; handle or feel objects, tools, or controls.
  • Occasionally required to stand; walk; sit; and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is typically low to moderate.  

We've got you covered

  • Comprehensive benefits offering
  • Paid time off and holidays
  • 401K with Company discretionary match
  • Vibrant work culture

Additional requirements:

  • A valid driver's license is required.
  • Eligibility to work in the United States.

EEOC Statement:

Tevora is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or other applicable legally protected characteristics.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.  



Job Posted by ApplicantPro