Executive Assistant II/Executive Recruiting Coordinator

Support the Chief People Officer with advanced, confidential executive assistance while coordinating executive recruitment for a high-quality candidate experience.

Responsibilities

• Manage complex calendars, meeting schedules, and travel coordination, including itineraries and agendas.
• Prepare, edit, and polish executive-level documents using PowerPoint, Excel, Word, and related tools.
• Support EXCOM and senior management meeting preparation, including tracking action items.
• Act as a trusted gatekeeper for the Executive, prioritizing access to time and maintaining confidentiality.
• Facilitate expense processing, vendor coordination, invoice management, and budget tracking.
• Partner closely with the Executive to maintain awareness of upcoming commitments and responsibilities, with appropriate follow-through.
• Track deliverables and ensure timely follow-up on action items.
• Coordinate cross-department communication as a bridge between the Executive’s office and internal teams.
• Maintain key internal and external relationships and communications to meet business needs.
• Lead end-to-end executive recruiting coordination: interview scheduling, travel logistics, candidate hosting, and candidate experience delivery aligned with brand.
• Administer pre-assessment tools, launch background checks, generate offer letters, and manage relocation and onboarding plans.
• Create and distribute executive recruitment reports for senior leadership and coordinate search update meetings and cadence.
• Drive efficiency and continuous improvement across administrative, recruitment, and reporting processes.
• Organize team meetings, off-sites, and special events in partnership with other assistants to ensure successful execution.
• Handle sensitive HR materials, executive correspondence, and separation documentation with discretion.
• Ensure compliance with company policies and demonstrate integrity and professionalism.
• Manage projects with broad organizational impact, including HR programs, annual planning cycles, and leadership initiatives.
• Leverage technology and creative resources to deliver results.

Requirements

• High school diploma or equivalent.
• Bachelor’s Degree or some college coursework in accounting, administrative and personnel management, and data processing preferred.
• Certified Administrative Professional (CAP) designation preferred.
• 5+ years of progressively responsible experience supporting senior executives, including significant support for C-suite leaders.
• Proven ability to manage highly confidential information with discretion and sound judgment.
• Ability to stay calm under pressure and find solutions when needed.
• Advanced proficiency in Microsoft Office Suite.
• Exceptional written and verbal communication skills for executive-ready materials.
• Strong organizational skills with the ability to prioritize multiple tasks and maintain attention to detail.
• Strong interpersonal skills to build stakeholder relationships, influence outcomes, anticipate needs, and work autonomously.
• Experience in complex, fast-paced, highly visible environments.
• Experience owning executive recruitment operations or senior-level talent processes preferred.

Technology

• PowerPoint
• Excel
• Word
• Microsoft Office Suite

Compensation and Location

• Location: Irvine, CA (onsite)
• Salary: USD 87,964 - 127,521 per yearly
• CA Salary Range: USD $87,964.06 - USD $127,521.21 /Yr.
• Bonus Eligible: No WCU

Reporting

• Reporting directly to the Chief People Officer.