Executive Assistant to CEO & CHRO

Location: Costa Mesa, CA (Onsite)
Compensation: Up to $140,000 base salary + annual performance bonus + comprehensive benefits package

Overview

A leading, growth-oriented manufacturing organization headquartered in Costa Mesa is seeking a highly accomplished Executive Assistant to provide direct support to the Chief Executive Officer (CEO) and Chief Human Resources Officer (CHRO).

This is a pivotal, high-visibility role requiring exceptional professionalism, business maturity, and the ability to anticipate executive needs in a fast-moving, global manufacturing environment. The ideal candidate will bring strong business judgment, refined communication skills, and the discretion to handle sensitive information and relationships with confidence and confidentiality.

The position is in-office and involves significant domestic and international travel coordination as well as interaction with senior leaders, board members, and external partners.

Key Responsibilities

Executive Support & Leadership Interface

• Provide comprehensive, confidential executive support to the CEO and CHRO, serving as a trusted gatekeeper and liaison across internal and external stakeholders.
• Manage highly complex and ever-changing calendars, prioritizing with precision across multiple time zones and competing demands.
• Draft, proofread, and edit high-level correspondence, board materials, executive presentations, and policy documents.
• Prepare briefing materials and executive summaries in advance of meetings, ensuring leaders are fully equipped with relevant data and context.
• Coordinate board of directors and executive leadership meetings, including agenda creation, minute-taking, and follow-up tracking.
• Maintain strong awareness of key business priorities, upcoming deadlines, and organizational strategy to anticipate needs before they arise.

Travel & Event Management

• Oversee all aspects of domestic and international travel, including detailed itineraries, executive-level accommodations, and ground logistics.
• Manage executive attendance at industry conferences, board events, and leadership offsites with precision and polish.
• Coordinate logistics for internal company events, HR initiatives, and executive offsites, ensuring seamless execution and professional representation.

Confidentiality & Discretion

• Manage highly sensitive personnel, compensation, and strategic business information with absolute confidentiality.
• Exercise sound judgment and maintain trust in all interactions with executives, board members, and external partners.
• Handle sensitive HR communications and documentation discreetly and in alignment with company values and compliance standards.

Operational Excellence & Office Leadership

• Serve as the central point of contact for the executive office, ensuring operational excellence, efficiency, and professionalism.
• Partner closely with HR and Communications to align internal messaging and maintain consistent executive presence across the organization.
• Manage correspondence and communications on behalf of the executives, drafting professional responses and maintaining consistent brand tone and discretion.
• Proactively streamline administrative processes and systems to optimize executive time and organizational impact.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related discipline required.
• 8+ years of executive assistant experience, including direct support to C-level executives in a manufacturing, industrial, or operations-driven organization.
• Proven ability to handle confidential information with integrity and discretion.
• Exceptional communication, organization, and time management skills; meticulous attention to detail and accuracy.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word), Teams, and virtual meeting platforms.
• Experience coordinating board of directors communications, investor meetings, or high-level governance activities strongly preferred.
• Ability to thrive in a fast-paced, in-office environment that demands adaptability, resourcefulness, and a polished executive presence.
• High emotional intelligence, professional demeanor, and commitment to excellence in representing leadership and the company brand.

Additional Details

• Work Environment: 100% onsite at Costa Mesa headquarters — a collaborative, high-performance executive environment.
• Travel: Frequent coordination of domestic and international executive travel; occasional travel may be required to support key events or offsites.
• Compensation: Up to $140,000 base salary plus annual performance bonus, comprehensive medical/dental/vision benefits, and 401(k) with match.

Ideal Candidate Attributes

• Demonstrates executive presence — poised, articulate, and calm under pressure.
• Excels in anticipating needs, not just responding to them.
• Balances strategic foresight with tactical execution.
• Serves as an ambassador of the company culture, reflecting integrity, professionalism, and excellence in every interaction.