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Executive Assistant II/Executive Recruiting Coordinator

West Coast University, Inc. Irvine, CA

Irvine, CA

Today

$88k - $128k/yr Full time Coordinator Executive Assistant Executive Support

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Job Description

West Coast University, Inc. is looking for an executive-level Executive Assistant II / Executive Recruiting Coordinator in Irvine, CA (onsite). Reporting directly to the Chief People Officer, this role blends advanced, confidential executive administrative support with end-to-end ownership of executive recruiting coordination. If you thrive in a fast-paced, highly visible environment and can keep details, stakeholders, and timelines aligned, this position is built for you.

Salary: USD 87,964.06 - USD 127,521.21 per year.
Experience: 5+ years.
Education: High school diploma or equivalent.

What You’ll Do

Manage complex calendars, including meeting scheduling and coordination of travel arrangements, itineraries, and agendas.
Prepare and refine executive-ready materials using PowerPoint, Excel, and Word, supporting senior leadership review.
Support EXCOM and senior management meetings by preparing in-meeting readiness and tracking action items through completion.
Act as a trusted gatekeeper for the Executive’s time, maintaining confidentiality and prioritizing access appropriately.
Facilitate expense processing, vendor coordination, invoice management, and budget tracking.
Keep the Executive informed of upcoming commitments and follow up as needed to ensure accurate execution.
Track action items and ensure timely follow-through on deliverables, working across teams to support smooth communication.
Maintain key internal and external relationships and communications to meet business needs.
Own executive recruitment coordination end to end: interview scheduling, travel logistics, candidate hosting, and delivering a positive candidate experience aligned with the brand.
Administer pre-assessment tools, launch background checks, generate offer letters, and coordinate relocation and onboarding plans.
Produce executive recruitment reports for senior leadership and coordinate search update meetings and cadence.
Drive efficiency and continuous improvement across administrative, recruitment, and reporting processes.
Organize team meetings, off-sites, and special events in partnership with other assistants to support flawless execution.
Handle sensitive HR materials, executive correspondence, and separation documentation with discretion.
Ensure compliance with company policies and model integrity and professionalism; manage projects with broad organizational impact.
Leverage technology and creative resources to deliver results.

What You Bring

High school diploma or equivalent.
Bachelor’s Degree or some college course work in accounting, administrative and personnel management, and data processing preferred.
Certified Administrative Professional (CAP) designation preferred.
5+ years of progressively responsible experience supporting senior executives, including significant experience supporting C-suite leaders.
Proven ability to manage highly confidential information with discretion and sound judgment.
Ability to stay calm under pressure and help find solutions when needed.
Advanced proficiency in Microsoft Office Suite.
Exceptional written and verbal communication skills, with the ability to produce executive-ready materials.
Strong organizational skills with excellent attention to detail and the ability to prioritize multiple tasks.
Strong interpersonal skills to build stakeholder relationships, influence outcomes, anticipate needs, and operate autonomously.
Experience in complex, fast-paced, highly visible organizational environments.
Experience owning executive recruitment operations or senior-level talent processes preferred.

Tools You’ll Use

PowerPoint
Excel
Word
Microsoft Office Suite

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