Hybrid Executive Administrator

at AIS Insurance

• Job title: Executive Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $84,000 - $100,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Irvine, United States

About the role

• Executive Administrator providing advanced, confidential administrative support to the CEO and executive leadership team at AIS Insurance Specialists in Irvine, CA. This hybrid role involves office presence and a focus on executive operations and communication.

Responsibilities

• Provide advanced, confidential administrative support to the CEO and executive leadership team.
• Serve as a key administrative point of contact to support executive operations, communication, and resolve issues.
• Relieve executives of administrative details, usually of confidential and time-sensitive matters.
• Provide administrative support to executives, including complex calendar management, meeting coordination, and correspondence handling.
• Prepare, compile, and distribute reports and presentations; maintain master spreadsheets for reporting.
• Maintain a working knowledge of Company operations, policies, and organizational procedures to effectively support leadership.
• Reconcile bi-monthly timesheets for the corporate team and process required adjustments in UKG.
• Process marketing invoices in accordance with established procedures for payment.
• Manage executive and corporate expense reporting by administering, reviewing, and reconciling expenses in Concur in accordance with company policies.
• Complete ad hoc reports, mail merges, research, and miscellaneous projects for Executives, Sales, and Marketing departments.
• Serve as a primary point of contact for internal and external communications on behalf of the executives.
• Draft, edit, and proofread correspondence, reports, and other written materials.
• Respond to inquiries and provide backup coverage for phones as needed.
• Ensure communications are professional, timely, and aligned with company standards.
• Assist with special projects and initiatives assigned by executives, including research, data analysis, and coordination with other team members.
• Support the handling of escalated customer complaints and executive-level inquiries, including matters involving VIP customers, by coordinating information, facilitating resolution, and providing assistance to executives as needed.
• Apply cross-functional knowledge and expertise to ensure consistency in messaging, tone, and brand standards.
• Partner with cross-functional teams to develop targeted communication for specific audiences.
• Develop messaging and communications strategies for key initiatives and business changes/impacts.
• Support the development and coordination of team member communications and change management initiatives related to business updates, leadership messaging, and organizational changes.
• Coordinate logistics for company events, meetings, and conferences, including scheduling invitations and catering.
• Manage the purchase and distribution of corporate gifts, logo wear, and gift cards.
• Oversee day-to-day administrative operations of the corporate office to ensure a professional, efficient, and well-organized work environment.
• Provide administrative and operational support to executives and the management team, ensuring office processes align with business needs.
• Manage office operations and facilities by overseeing supplies and equipment procurement, inventory oversight, and vendor coordination, ensuring compliance with health and safety regulations to maintain a safe working environment.
• Coordinate the delivery of office services, including maintenance, repairs, cleaning, security, and utilities, in partnership with internal teams, building management, and external service providers.
• Maintain office refreshments and amenities by monitoring inventory levels, coordinating replenishment, and ensuring common areas are presentable following daily operations or business events.
• Arrange executive travel, including flights, accommodations, transportation, and preparing itineraries.

Requirements

• Advanced proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Publisher.
• Strong understanding of executive support practices, organizational procedures, and confidentiality requirements.
• Ability to operate with a high degree of independence, judgment and discretion.
• Excellent written communication skills, including writing, editing, and proofreading for diverse audiences.
• Strong organizational, interpersonal, and relationship-building skills with the ability to work across functions.
• Ability to analyze and improve administrative processes, prioritize workload, and manage multiple competing priorities.
• Experience with digital communication platforms, content management systems, and data presentation tools.
• Strong project management, problem-solving, and critical-thinking skills.
• Flexibility and adaptability in a fast-paced, changing environment.
• Minimum five (5) years of directly related administrative or executive support experience, or an equivalent combination of education and experience.
• Experience supporting senior or executive-level leadership in a corporate environment.

Benefits

• Competitive compensation
• Paid time off (vacation time, sick time, paid Company holidays, volunteer hours)
• Incentive bonus programs (potential for holiday bonus, referral bonus, and performance-based bonus)
• Medical, dental, vision, life, and pet insurance
• 401 (k) retirement savings plan with company match
• Engaging work environment
• Promotional opportunities
• Education assistance
• Professional and personal development opportunities
• Company recognition program
• Health and wellbeing resources, including free mental wellbeing therapy/coaching sessions, child and eldercare resources, and more