Senior executive assistant Jobs in Ventura, CA

Job Description

Job Description

Executive Assistant

Location : Oxnard, CA (Hybrid – 80% On-site Required)

Employment Type : Full-time or Part-time (Flexible for the Right Candidate)

Compensation : Competitive and Negotiable

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our CEO and COO. This role requires a dynamic professional who excels in managing administrative operations, ensuring smooth day-to-day workflows, and acting as a trusted gatekeeper and communication partner to the Executive Team.

The ideal candidate will have a solid background in executive-level support, strong technical skills, and the ability to thrive in a fast-paced, high-responsibility environment. Familiarity with government contracting, proposal writing, and RFP processes is a significant advantage. This position also requires experience in and a working knowledge of Human Resource functions to include Time & Attendance and Payroll transactions. The successful candidate will be our key liaison with our third-party admin provider.

Key Responsibilities

Calendar Management : Coordinate and maintain complex calendars, prioritize meetings, and ensure schedule alignment with strategic priorities.

Travel Coordination : Arrange domestic and international travel, including flight booking, accommodations, itineraries, and logistics.

Expense Reporting : Track and submit CEO expenses accurately and in a timely manner.

Meeting Support : Plan, schedule, and facilitate internal and external meetings. Prepare agendas, take minutes, and ensure follow-up on action items.

Document and File Management : Maintain organized records using DropBox, SharePoint , and company systems.

Communication Support : Draft and manage correspondence, proposals, and reports with professionalism and clarity.

Project Support : Assist with government proposals, RFP responses, and executive projects as needed.

Liaison Role : Act as the first point of contact for internal and external stakeholders on behalf of the executive team.

Operational Support : Provide day-to-day administrative and organizational support to help drive company initiatives forward. This includes Human Resource functions, Payroll administration, Vendor Management, Accounts Payable / Receivable.

Required Skills & Qualifications

3+ years of experience as an Executive Assistant, Payroll clerk, Accounts, HR or similar role supporting senior leadership.

Strong proficiency in Microsoft Office Suite (Excel, Outlook, TEAMS, Word, PowerPoint) .

Experience with SharePoint and DropBox for collaborative file and document management.

Excellent verbal and written communication skills ; able to represent the company professionally.

Demonstrated ability to manage sensitive and confidential information with discretion.

Comfortable with a hybrid work model ; must be available for 80% on-site work in Oxnard, CA.

Strong time management, prioritization, and organizational skills.

Financial reporting experience preferred.

Preferred Qualifications

Experience in government contracting or working with federal clients.

Familiarity with RFP responses and proposal writing .

Background in supporting CEOs or C-level executives in small to mid-sized firms.

Why Join Us?

Flexible hours for the right candidate

Mission-driven organization making an impact in federal and public sector logistics

Opportunities to contribute directly to strategic initiatives

Collaborative, supportive, and growth-oriented environment

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