Executive Administrative Assistant

3 weeks ago

Irvine, United States JWilliams Staffing Full time

JWilliams Staffing (JWS), an OC Register Top Workplace, based in Irvine, CA. is the nation’s largest recruitment agency dedicated to the Real Estate industry. Since its establishment in 2004, JWS has created over 22,000 thriving careers, serving more than 9,000 new home builders, property management companies, and industry partners through innovative staffing solutions.


  • $24 - $25/hour, based on experience.
  • Medical, Vision, DDS benefits, PTO, career development and more


Job Title: Senior Administrative Assistant - Marketing Department

Location: Irvine Corporate Office (onsite, not hybrid or remote).


Job Summary: Join our dynamic team as a Senior Administrative Assistant and play a pivotal role in supporting the efficient operations of our back-office departments (marketing and recruitment) and executive team (CEO & COO). As a crucial member of our team, you'll handle a variety of administrative tasks with precision and professionalism.


Essential Duties & Responsibilities:


General Office:

  • Greet visitors and clients warmly, directing them as necessary.
  • Manage incoming calls, screening when needed.
  • Resolve administrative inquiries promptly.
  • Handle incoming and outgoing mail and packages.
  • Maintain the professional appearance of office spaces.
  • Assist with scheduling, document production, and travel arrangements.
  • Support CEO with external communications and follow-ups.
  • Maintain inventory and organize office materials.
  • Assist in generating analytics reports.
  • Prepare various documents, including training materials and strategy documents.
  • Support corporate management with diverse tasks and projects.


Marketing & Recruitment:

  • Post job ads and update job ad spreadsheets.
  • Coordinate with managers to update job ad listings.
  • Manage website contact form submissions.
  • Assist in drafting responses to online reviews.
  • Handle vendor management and invoicing.
  • Maintain employee referral program.
  • Participate in weekly strategy meetings and provide summaries.


Required Education & Experience:

  • At least 2 years in a role requiring experience with Microsoft Office suite (especially Excel) or similar software knowledge and experience required.
  • Proven experience in an administrative capacity, executive assistant experience preferred.
  • High School Diploma or GED required; four-year college degree preferred.
  • Relative experience may be Executive Assistant, Administrative Assistant, Operations Coordinator, Office Supervisor, Office Manager.


Required Skills & Abilities:

  • Ability to handle sensitive information with confidentiality and be professional.
  • Strong organizational skills with an attention to detail and the ability to work independently with minimal supervision.
  • Superior communication skills, both verbal and written.
  • Ability to work well and thrive in a fast-paced environment.
  • Proficiency in Microsoft Office Suite/Office 365.
  • Experience as Executive Assistant, Lead Administrative Assistant, Operations Coordinator, Staffing, Recruiting, Talent Acquisition Coordinator/Manager may be considered relative experience.


JWilliams Staffing, Inc. An Equal Opportunity Employer

  • Executive Assistant

    2 weeks ago

    Irvine, United States Sega of America, Inc. Full time

    Hybrid Work Model SEGA. . . What do you think of when you hear that word? Do you think of the console with the iconic, harmonized voice fire ups or do you think of the countless gaming hits from Sonic the Hedgehog, Golden Axe, or the Persona series? . . . When we think of SEGA, we think of its evolution as a pioneer in the video game market to one of the...

  • Administrative Assistant

    4 weeks ago

    Irvine, United States TD Architects, Inc. Full time

    Company Description TD Architects, Inc. is an architectural firm founded by Principal Tony Dabaghy in Irvine, CA. We are committed to providing responsive and exceptional service to our clients, and strive for long-lasting business relationships centered around cost-effective and sustainable environments. Our expertise spans various industries including...

  • Administrative Assistant

    4 weeks ago

    Irvine, United States TD Architects, Inc. Full time

    Company Description TD Architects, Inc. is an architectural firm founded by Principal Tony Dabaghy in Irvine, CA. We are committed to providing responsive and exceptional service to our clients, and strive for long-lasting business relationships centered around cost-effective and sustainable environments. Our expertise spans various industries including...

  • Administrative Assistant

    4 weeks ago

    Irvine, United States TD Architects, Inc. Full time

    Company Description TD Architects, Inc. is an architectural firm founded by Principal Tony Dabaghy in Irvine, CA. We are committed to providing responsive and exceptional service to our clients, and strive for long-lasting business relationships centered around cost-effective and sustainable environments. Our expertise spans various industries including...

  • Executive Assistant I

    7 days ago

    Irvine, United States American Career College Full time

    Summary: Reporting directly to the Director of Social Responsibility/Executive Office Administrator, assists the departments within the Office of the Shareholder through performing a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures...

  • Executive Assistant I

    1 week ago

    Irvine, California, United States American Career College Full time

    Summary: Reporting directly to the Director of Social Responsibility/Executive Office Administrator, assists the departments within the Office of the Shareholder through performing a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures...

  • Executive Assistant

    2 weeks ago

    Irvine, United States Henslee Recruiting Services, LLC Full time

    Please note: This role will start as hybrid– one to two days a week onsite in Irvine, CA. Flexibility to consider 100% remote once a working relationship is established. Summary The Executive Assistant will provide administrative, coordination and project support to the Founder and Owner of HRS, LLC. The executive assistant plays an integral role ensuring...

  • Executive Assistant

    2 weeks ago

    Irvine, United States Henslee Recruiting Services, LLC Full time

    Please note: This role will start as hybrid– one to two days a week onsite in Irvine, CA. Flexibility to consider 100% remote once a working relationship is established. Summary The Executive Assistant will provide administrative, coordination and project support to the Founder and Owner of HRS, LLC. The executive assistant plays an integral role ensuring...

  • Executive Assistant

    1 week ago

    Irvine, United States Trinus Full time

    Job DescriptionJob DescriptionSummary: The main function of an executive assistant is to manage schedule and calendar of management with attention to accuracy and detail, including keeping Executive informed of calendar changes and change requestsResponsibilities: Use all computer programs relevant to the position to support development of correspondence,...

  • Executive Assistant- CEO

    2 weeks ago

    Irvine, United States Western Growers Financial Services Full time

    This position reports directly to the President & CEO. This position is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as pr Executive Assistant, Executive, President, Assistant, Business Services, Reports, Support

  • Executive Administrative Assistant, Commercial Bank Real Estate Banking

    2 weeks ago

    Irvine, United States JPMorgan Chase & Co. Full time

    Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc. Support local event planning and ex Administrative Assistant, Real Estate, Estate, Executive, Commercial, Banking, Business Services

  • Executive Assistant I

    3 weeks ago

    Irvine, United States ASK Staffing Full time

    Title: Executive Assistant IDuration: 24 months (2 years)Location: Irvine, CA 92618Pay Rate: $53.59/Hr Job Description:Manage and maintain executives' schedules.Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.Open, sort, and distribute incoming correspondence, including faxes and...

  • Administrative Assistant with HR

    3 weeks ago

    Irvine, United States PrideStaff Full time

    Job DescriptionJob DescriptionAdministrative Assistant with HR for an international leasing start-up company located in Irvine CA. Temporary to Hire opportunity. Pay range is $24-28/hr, depending on experience. Hours are 9:00 AM - 6:00 PM, Monday - Friday. Key Responsibilities:Assist in the recruitment process by scheduling interviews, posting job ads,...

  • Executive Assistant

    3 weeks ago

    Irvine, United States Randstad North America, Inc. Full time

    Company seeking an Executive Assistant to support the CEO. You will be responsible for managing their calendars, scheduling meetings, preparing agendas, travel arrangements (domestic/international), preparing reports, managing expense reports, and ot Executive Assistant, Executive, Assistant, Business Services, Staffing, Reports

  • Executive Assistant

    3 weeks ago

    Irvine, United States PSG Global Solutions Full time

    Executive Assistant Description Moss Adams brings more West to business. More than a location, its a way of doing business in which innovation thrives and optimism abounds. At Moss Adams, were excited by the greatness of possibility and the extraor Executive Assistant, Executive, Assistant, Client, Business Services, Staffing, Support

  • Executive Administrative Assistant, Commercial Bank Real Estate Banking

    2 weeks ago

    Irvine, United States JPMorgan Chase Full time

    **Description:** As an Executive Administrative Assistant supporting Commercial Banking, you will manage busy calendars, travel, plan and assist with local events and projects for the business and may support various activities such as managing tactical office needs, client tickets, compliance requirements or business travel tax. You will tap into your...

  • Executive Assistant

    7 hours ago

    Irvine, California, United States ATS Automation Full time

    The Executive Assistant provides administrative support to the General Manager (GM) and Leadership Team (LT) in a fast-paced, multi-tasking environment with extreme scrutiny to highly sensitive and confidential information.Schedule and manage appointments for the leadership team. Support Human Resources, e.g., applicant phone screens, reference checks,...

  • Receptionist Administrative Assistant

    5 days ago

    Irvine, United States Savage Search Associates Full time

    Job DescriptionJob DescriptionOverview:Join our dynamic team as an Receptionist, Administrative Assistant supporting a highly respected Wealth Management/ Financial Advisor veteran with over 30 years of experience. Our esteemed advisor has built lasting relationships with clients, some spanning three decades, and attracts new clients exclusively through...

  • Administrative Assistant

    2 weeks ago

    Irvine, United States JWilliams Staffing Full time

    JWilliams Staffing (JWS), an OC Register Top Workplace, based in Irvine, CA. is the nations largest recruitment agency dedicated to the Real Estate industry. Since its establishment in 2004, JWS has created over 22,000 thriving careers, serving more than 9,000 new home builders, property management companies, and industry partners through innovative staffing...

  • Administrative Assistant II

    3 weeks ago

    Irvine, United States In-N-Out Burgers Full time

    Description & Requirements Come join our family at In-N-Out Burger! We have an excellent opportunity for a full time Administrative Assistant II in the Events Department, located in the Irvine, CA office. This position will provide high-level administrative support to the Event Department Manager as well as the department needs for the Events teams. The...