Executive Assistant

AVEVA is creating software trusted by over 90% of leading industrial companies. Salary Range: $77,600.00 - $129,400.00 This pay range represents the minimum and maximum compensation that the position offers, and final compensation can vary within the range depending on work location, job experience, skills, and relevant educational attainment and/or training. Job Title: Executive Assistant Location: Lake Forest, CA Employment Type: Full time - (4 Days onsite) About the job The Executive Assistant plays a critical role in providing high-level administrative and operational support to Executive Leaders. This position requires exceptional organizational skills, strong attention to detail, sound judgment, and the ability to proactively manage a wide range of executive support responsibilities in a fast-paced environment. The Executive Assistant serves as a trusted partner to senior leadership, anticipating needs and staying one step ahead of demanding schedules. This role involves proactively managing executive priorities, coordinating high-impact meetings and events, and building strong relationships with internal and external stakeholders to ensure seamless day-to-day operations. Responsibilities: Efficiently manage and prioritize calendars including scheduling meetings and appointments, assisting with travel arrangements and meeting venues. Anticipate scheduling conflicts and proactively resolve them Serve as a primary point of contact for internal and external communications, screening and prioritizing emails, phone calls, and other correspondence. Draft and prepare correspondence on behalf of the VP and/or leadership team for review Organize and coordinate meetings, conferences, and special events, including preparing agendas, materials, and presentations. Ensure that meeting logistics are handled smoothly, including room reservations, catering, and audiovisual equipment setup. Where required, attend meetings to record minutes and key actions Manage and coordinate office requirements for the Lake Forest office, including management of the virtual receptionist system, collection and management of mail/deliveries, ordering supplies, managing office equipment, maintaining office facilities in a presentable manner, and coordinating maintenance requests. Collaborate with work experience team (facilities management) Assist with onboarding new staff members and provide administrative support to other departments as needed. Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas. Provide detailed itineraries and ensure that travel plans align with executive preferences and business objectives. Maintain organized and up-to-date electronic and physical filing systems for documents, reports, and records. Ensure confidentiality and accuracy in handling sensitive information. Track and reconcile executive expenses, including processing reimbursement requests, reviewing receipts, and maintaining expense reports. Coordinate with finance department as needed. Assist with special projects and initiatives as assigned by the SVP and/or Leadership Team, including research, data analysis, and presentation preparation. Collaborate with team members to ensure timely completion of projects. Key Skills: Proven experience as an executive assistant or similar role, supporting SVP-Level executives or senior management A passion for administration and customer service Exceptional attention to detail Advanced in Microsoft Office Suite and other productivity tools. Proactive nature and ability to take initiative Discretion and confidentiality in handling sensitive information. Strong organizational and multitasking abilities. Flexibility and adaptability to changing priorities and deadlines. Demonstrates strong professional and interpersonal skills, with the ability to build effective relationships and communicate confidently across all levels of the organization. USA Benefits include: Flex work hours, 20 days PTO rising to 25 with service, three paid volunteering days, primary and secondary parental leave, well-being support, medical, dental, vision, and 401K. It’s possible we’re hiring for this position in multiple countries, in which case the above benefits apply to the primary location. Specific benefits vary by country, but our packages are similarly comprehensive. Find out more: aveva.com/en/about/careers/benefits/ Hybrid working We work in a hybrid way at AVEVA. Most roles are based at a local AVEVA office, with an expectation of being on-site 50% of your working hours to support collaboration and connection. Some positions are fully office-based depending on the nature of the work, and certain roles that support specific customers or markets may be remote. The working arrangement for this position will be confirmed during the hiring process. Hiring process Interested? Great! Get started by submitting your cover letter and CV through our application portal. AVEVA is committed to recruiting and retaining people with disabilities. Please let us know in advance if you need reasonable support during your application process. Find out more: aveva.com/en/about/careers/hiring-process About AVEVA AVEVA is a global leader in industrial software with more than 6,500 employees in over 40 countries. Our cutting-edge solutions are used by thousands of enterprises to deliver the essentials of life – such as energy, infrastructure, chemicals, and minerals – safely, efficiently, and more sustainably. We are committed to embedding sustainability and inclusion into our operations, our culture, and our core business strategy. Learn more about how we are progressing against our ambitious 2030 targets: sustainability-report.aveva.com/ Find out more: aveva.com/en/about/careers/ AVEVA requires all successful applicants to undergo and pass a drug screening and comprehensive background check before they start employment. Background checks will be conducted in accordance with local laws and may, subject to those laws, include proof of educational attainment, employment history verification, proof of work authorization, criminal records, identity verification, credit check. Certain positions dealing with sensitive and/or third-party personal data may involve additional background check criteria. AVEVA is an Equal Opportunity Employer. We are committed to being an exemplary employer with an inclusive culture, developing a workplace environment where all our employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business. AVEVA provides reasonable accommodation to applicants with disabilities where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please notify your recruiter. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.