Corporate Executive Assistant

Global – a 1st Flagship Company is a woman-owned small business guided by the values of Commitment, Integrity, Growth, Accountability, Respect, and Safety. A leader in Marine Support Services and Emergency Management, the company has served as a U.S. Navy prime contractor since 1964, supporting the management, operation, and maintenance of the Navy's Inactive Ship fleet.

We are seeking a resourceful, highly organized Corporate Executive Assistant to provide proactive, confidential support to our CEO and EVP at our Irvine headquarters. You will help leadership stay organized, prepared, and informed by managing schedules, coordinating meetings and travel, preparing executive materials, and following through on priorities. You will also support internal communications, selected corporate projects, and basic HR administrative activities, particularly accurate and confidential personnel filing.

Executive support is the primary focus of this position, with limited office coordination and HR administrative assistance performed under HR direction. This opportunity is well suited to someone who anticipates needs, exercises sound judgment, and takes pride in keeping details and commitments on track.

Global – A 1st Flagship Company is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, veteran status, or disability. As a federal contractor, all employment offers are contingent on passing a pre-employment background check and drug screen.

• Four or more years of progressively responsible administrative experience, including direct support to senior leaders.
• Demonstrated ability to manage competing priorities, anticipate needs, and follow through on assignments with minimal supervision.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Strong business writing, proofreading, and digital document organization skills.
• Excellent judgment, diplomacy, discretion, and attention to detail when handling sensitive information.
• A professional, service-oriented approach and the ability to work effectively across departments and time zones.
• Ability to learn new enterprise systems and adapt to changing priorities.
• Availability to work on-site at the Irvine headquarters and travel approximately 2–3 times annually.
• Preferred: Experience in government contracting, defense, engineering, technical services, or another regulated business operating across multiple locations.
• Preferred: Experience supporting two or more executives.
• Preferred: Familiarity with SharePoint, Adobe Acrobat and fillable PDFs, Canva, ADP or a similar HRIS, and approved AI productivity tools.
• Preferred: Experience with event planning, internal communications, or proposal administration.
• Preferred: An associate or bachelor's degree in business, communications, or a related field, or equivalent relevant experience.

• Manage complex executive calendars, screen and prioritize requests, schedule meetings across time zones, arrange travel, and prepare expense documentation.
• Prepare leadership for meetings by developing agendas, briefings, and presentation materials; documenting decisions; tracking action items; and following up with responsible team members.
• Draft, edit, and proofread correspondence, reports, memos, and other executive communications.
• Manage confidential electronic corporate files, contracts, policies, proposals, templates, and version control.
• Coordinate leadership meetings, all-hands events, scheduled visits, and selected initiatives; maintain project trackers, monitor milestones, and compile research and status summaries.
• Prepare newsletters, announcements, fillable forms, flyers, and presentations; support corporate events and approved external communications consistent with company branding and approval requirements.
• Under HR direction, scan, label, file, and retrieve personnel documents; follow record-retention, access-control, and separate medical-file procedures; and report discrepancies to HR.
• Support onboarding paperwork, interview scheduling, employee directory and organizational-chart updates, and distribution of HR communications.
• Welcome occasional scheduled visitors, direct infrequent incoming calls, and coordinate mail, courier requests, supplies, and limited vendor or facility needs.
• Use Microsoft 365, collaboration tools, and approved AI or automation solutions to streamline templates and tracking while verifying accuracy and protecting confidential information.