Executive Assistant- Irvine, CA, USA

JOB SUMMARY:

We are seeking a highly organized and proactive Executive Assistant to support the Chief Investment Officer (CIO). In this role, you will provide essential administrative and operational support, ensuring seamless day-to-day execution of tasks, scheduling, and communications. The ideal candidate will be detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment.

WHAT YOU WILL DO:

• Manage Scheduling & Communications: Coordinate meetings, maintain calendars, and handle correspondence on behalf of the CIO.

• Facilitate Meetings: Prepare agendas, gather relevant deliverables and reports, take meeting minutes, and follow up on action items.

• Support Travel & Expenses: Arrange travel and process expense reports.

• Prepare Documents & Reports: Assist in creating reports, presentations, and other business documents.

• Organize Events & Logistics: Help plan department meetings, team events, and off-site functions.

• Handle Administrative Tasks: Maintain records, track deadlines, and assist with office operations.

• Support Special Projects: Assist with ad hoc initiatives and operational improvements.

WHAT YOU WILL NEED:

• 5+ years of related experience supporting executive-level leaders.

• Associate or bachelor’s degree preferred, or equivalent experience.

• Experience coordinating meetings, travel, and expenses.

• Strong Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) skills.

• Discretion and professionalism in handling confidential information.

• Proactive, problem-solving mindset with a high level of attention to detail.

• Strong organizational and time-management skills.

• Excellent written and verbal communication abilities.

• Strong interpersonal skills to engage with internal teams and external partners.

WHAT THE JOB REQUIRES:

• Operates in a fast-paced work setting. Requires the ability to multitask and adapt quickly to changing priorities. May involve tight deadlines and high-energy work situations.

• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.

• The position includes in-person work requirements consistent with the hybrid policy located at Essex's corporate office in Irvine. The hybrid policy is subject to change at Essex’s sole discretion.

• Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks.

• Minimal travel may be required for occasional meetings, training, or conferences.

WHAT YOU WILL BRING TO THE TABLE:

• A collaborative and service-oriented attitude.

• A proactive approach to anticipating needs and solving problems.

• High levels of professionalism and discretion.

• A keen eye for detail and efficiency.

• Strong interpersonal skills to engage with internal teams and external partners.

• Adaptability to changing work environments, tasks, and priorities.

• Ability to work independently, fulfill commitments and responsibilities with little supervision.

Danielle Ilsley