Executive Assistant, Office Administrator

$74,880 - $83,200/Yr

Tevora - Irvine, CA

Full-time - Mid Level

Irvine, CA

Professional, Scientific, and Technical Services

About the position

Tevora is seeking an Executive Assistant and Office Administrator to support executive management and manage office operations. This role involves heavy calendar management, coordination of business meetings, travel arrangements, and various administrative tasks. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to handle multiple projects with minimal supervision.

Responsibilities

• Support the CEO, the President/COO, and other executives with scheduling meetings and managing calendars.
• Run errands between the office and the executives' residence and assist with scheduling appointments.
• Book travel and lodging for executives.
• Handle incoming and outgoing communications, including emails and phone calls.
• Organize and prepare materials for meetings, including creating agendas and taking minutes.
• Oversee and manage specific projects or initiatives on behalf of the executives.
• Act as a gatekeeper, managing the flow of information and requests to the executives.
• Organize and coordinate events, conferences, or other company functions.
• Arrange complex travel plans, including booking flights and preparing itineraries.
• Assist with budgeting, expense reporting, and managing invoices.
• Build and maintain relationships with key contacts on behalf of the executives.
• Organize and maintain executive files, both digital and physical.

Requirements

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

Nice-to-haves

• Experience with travel arrangements and expense management, preferably using AmexGBT.
• Familiarity with Cybersecurity and Information Technology.

Benefits

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