Executive Assistant – Lake Forest, CA

About the role

The Executive Assistant provides high‑level administrative and operational support to senior leaders at AVEVA. Working in a fast‑paced environment, the role demands proactive schedule management, meticulous organization, and strong stakeholder communication. This position is based in Lake Forest, CA and operates on a full‑time hybrid schedule.

Key responsibilities

• Manage and prioritize executive calendars, schedule meetings, and coordinate travel arrangements.
• Serve as primary point of contact for internal and external communications, screening emails and calls.
• Draft correspondence and prepare meeting materials, agendas, and presentations.
• Organize conferences, special events, and ensure smooth logistics including room bookings, catering, and AV setup.
• Maintain office operations for the Lake Forest site, including mail handling, supply ordering, and facilities coordination.
• Assist with onboarding new staff and provide cross‑departmental administrative support.
• Arrange domestic and international travel, handling itineraries, visas, and accommodations.
• Maintain electronic and physical filing systems while ensuring confidentiality.
• Track and reconcile executive expenses, processing reimbursements and reviewing receipts.

Required profile

• Exceptional organizational abilities with keen attention to detail.
• Strong judgment and the capacity to anticipate executive needs.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a dynamic environment.
• Professional demeanor and discretion when handling confidential information.

Required skills

What we offer

• Salary range $77,600 – $129,400 per year
• Full‑time position with four days onsite (hybrid work model)
• Location: Lake Forest, California