Executive Assistant

Irvine, CA - Fairgrove Property Management

The Executive Assistant serves as a trusted, high-level partner to Fairgrove's CEO, providing polished and comprehensive support across the full scope of the CEO's responsibilities. This role calls for exceptional discretion, sound judgment, and the ability to move fluidly between executive business priorities and more personal matters that warrant the same degree of care and confidentiality. The ideal candidate anticipates needs, exercises independent judgment, and brings a consistently professional, service-minded approach to every interaction.

Job Summary

The Executive Assistant serves as a trusted, high-level partner to Fairgrove's CEO, providing polished and comprehensive support across the full scope of the CEO's responsibilities. This role calls for exceptional discretion, sound judgment, and the ability to move fluidly between executive business priorities and more personal matters that warrant the same degree of care and confidentiality. The ideal candidate anticipates needs, exercises independent judgment, and brings a consistently professional, service-minded approach to every interaction.

Requirements

Key Responsibilities

Calendar & Meeting Coordination

• Manage the CEO's calendar, appointments, and scheduling across both business and personal commitments.
• Coordinate meetings and arrange logistics for internal and external engagements.
• Prepare and distribute materials for Leadership Team meetings, including agendas and presentations.
• Support the planning and execution of Leadership Team meetings, committee sessions, and executive dinners.
• Coordinate appointments, engagements, and other obligations on the CEO's behalf.

Travel Coordination

• Coordinate business and personal travel arrangements, including itineraries, reservations, and real-time adjustments.
• Anticipate scheduling conflicts and proactively resolve travel logistics as plans evolve.

Communication Expectations

• Serve as the CEO's primary point of contact, remaining responsive, professional, and clear across all communications.
• Draft, edit, and proofread business communications and presentations on behalf of the CEO.
• Manage correspondence and documentation on the CEO's behalf with strict confidentiality.
• Build strong relationships across the company and with external stakeholders to support seamless communication.

Personal & Confidential Support

• Provide discreet, high-touch support across a range of personal matters and commitments, exercising sound judgment and the utmost confidentiality.
• Maintain organized digital and physical filing systems with a focus on confidentiality.
• Maintain ongoing availability and flexibility to support the CEO as priorities evolve, including outside of standard business hours when needed.

Special Projects & Cross-Functional Support

• Collaborate on special projects and cross-functional initiatives that impact executive leadership.
• Step in wherever needed to support broader Fairgrove business priorities.

Required Qualifications

• 5+ years of experience providing high-level support to C-suite executives in a fast-paced or high-growth environment.
• Exceptional discretion and sound judgment when managing sensitive or confidential matters.
• Exceptional flexibility and the ability to move seamlessly across a broad range of priorities.
• Exceptional organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills, with strong attention to detail.
• Proficiency in Microsoft Office 365, especially PowerPoint and Excel, and cloud-based software applications.
• Ability to handle highly sensitive information with the utmost discretion and confidentiality.
• Strong interpersonal skills with the ability to interact effectively across all levels of the organization.
• Proactive, resourceful approach to problem-solving and anticipating the CEO's needs before they arise.
• Willingness to maintain ongoing availability, including some evenings and weekends, as priorities require.

Location & Schedule

• Full-time
• In-office position; flexibility to accommodate the CEO's schedule as needed

Comp Package

• Annual Salary: $90,000 - $100,000
• Medical, Vision, Dental
• 401(k) Match
• 11 Paid Holidays
• PTO