Executive Assistant II/Executive Recruiting Coordinator

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