Executive Assistant

Date:  Feb 1, 2023
Property:  110 INNOVATION (0009)

Irvine, CA, 92617

Division:  Human Resources (HR)
Req ID:  41121

Position Summary:

Performs a broad range of duties for SVP of HR and HR executive team, as assigned. Manages appointment scheduling and meeting/event logistics and maintains assigned calendars. Responsible for preparing agendas and materials for regular and special meetings; secures requested information and compiles various reports. Handles calls and emails as requested, routing them to others or dealing with them directly, as appropriate. Prepares a variety of communications including emails, memos, and meeting minutes as needed. Processes expense reports. Occasionally book travel arrangements including pre-authorizations.

Job Duties:

  • Provide support for senior executive and HR leadership team. Prepare presentations, emails, memos and other written communications.
  • Provide support and coordination on projects, with the ability to quickly re-prioritize in order to meet deadlines.
  • Coordinate and schedule meetings based on executive/group availability as needed. Includes scheduling the conference room and all related technology as well as provisions.
  • Ensure event logistics are planned appropriately and in advance of the event.
  • Distribute and track documents, ensure proper routing/approvals and deliver or file when finalized.
  • Prepare and process expense reports.
  • Coordinate management of HR budget and forecast process.
  • Administer, organize and maintain project files, both electronically and in hard copy.
  • Maintain/manage office supplies, business cards and stationary for department.
  • Coordinate HR floor plan, including work space arrangements.
  • Manage travel arrangements, as needed, including pre-authorizations.
  • Onboard and setup HR new hires, coordinating with IT and Office Services as needed.
  • Maintain all personnel files for HR and senior-level executives.
  • Monitor administration of contract with relocation vendor and services provided to new and transferring employees. 
  • Perform other related duties as assigned.

Minimum Qualifications / Other Expectations:

  • 10+ years of experience in administrative/executive support or relevant work experience, strongly preferred.
  • Ability to work proactively and autonomously on a daily basis.
  • Must be detail-oriented, organized and capable of managing tasks on multiple, concurrent projects.
  • Must have excellent verbal and written communication skills.
  • Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
  • Strong computer skills (Google Suite and MS Office and Excel and other software programs).


Base Pay Range: $34.86 - $46.68


Actual placement within this range may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location.

The Company also offers competitive benefits for full time employees including paid time off, matching 401(k), and health benefits.


About Us:
Irvine Company is a privately held real estate investment company and master-planner committed to creating and sustaining communities that thrive for generations.

Irvine Company is respected for its master planning and environmental stewardship of the Irvine Ranch in Orange County, including diversified operations throughout coastal California. Irvine Company brings to life neighborhoods and sustainable communities with a full range of housing, jobs, retail centers, schools, parks and open space.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Real Estate, Administrative Assistant, Executive Assistant, Secretary, Sales, Administrative