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Program Manager Executive Assistant Jobs in California

Ultimate LLC

Executive Assistant

Irvine, CA · On-site

Manage complex executive calendars, scheduling, and shifting priorities * Coordinate domestic and international travel arrangements and itineraries * Prepare meeting agendas, presentations, reports ...

Vast

Executive Assistant

Long Beach, CA

Vast is looking for an Executive Assistant , reporting to the SVP, Special Projects. We are seeking ... Skillfully manage and coordinate executive calendars, including scheduling meetings, appointments ...

Robert Half

Executive Assistant

Daly City, CA · On-site

$42.75 - $49.50/hr

Proactively manage executive calendars, appointments, meetings, conferences, teleconferences, and ... Provide occasional support to the CEO and CEO's Executive Assistant as needed while maintaining ...

Pinnacle Group

Executive Assistant

Cupertino, CA · On-site

$32 - $35/hr

The Executive Assistant will provide high-level administrative support to executives, ensuring ... Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.

PTR Global

Executive Assistant

Cupertino, CA · On-site

$32 - $35/hr

The Executive Assistant will provide high-level administrative support to executives, ensuring ... Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.

DocuSign

Executive Assistant

San Francisco, CA · On-site

$47.10 - $68.53/hr

With intelligent agreement management, Docusign unleashes business-critical data that is trapped ... Retirement Plans: select retirement and pension programs with potential for employer contributions

New

Vast

Executive Assistant

Long Beach, CA · On-site

$96K - $137K/yr

Executive Assistant Vast is developing next-generation space stations and space infrastructure ... Skillfully manage and coordinate executive calendars, including scheduling meetings, appointments ...

Mercor Alabaster

Executive Assistant

San Francisco, CA · On-site

Travel & Logistics Management * Plan and book domestic and international travel, itineraries, and ... What We're Looking For * 5+ years of Executive Assistant experience supporting C-suite, Partner, or ...

Museum Associates Inc

Executive Assistant

Los Angeles, CA · On-site

$70K - $75K/yr

Executive Assistant (Regular, Full-Time) Director's Office Reporting to the Chief of Staff and ... The EA is responsible for calendar management, communications, board coordination, and event ...

Mercor

Executive Assistant

San Francisco, CA · On-site

$120K - $160K/yr

Travel & Logistics Management * Plan and book domestic and international travel, itineraries, and ... What We're Looking For * 5+ years of Executive Assistant experience supporting C-suite, Partner, or ...

LTD Global

Executive Assistant

Berkeley, CA · On-site

$70K - $95K/yr

Manage executive calendars, appointments, and scheduling. * Coordinate meetings, travel ... Project Coordination * Assist with strategic projects and initiatives. * Track deadlines and ...

Ltd Global

Executive Assistant

Berkeley, CA · On-site

Manage executive calendars, appointments, and scheduling. * Coordinate meetings, travel ... Project Coordination * Assist with strategic projects and initiatives. * Track deadlines and ...

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Program Manager Executive Assistant information

What is a program manager executive assistant?

Program Manager Executive Assistants are professionals who provide high-level administrative support to program managers or executives overseeing multiple projects or programs. Their duties often include calendar management, communication coordination, meeting preparation, and assisting with project tracking and reporting. They serve as a crucial link between program management and other departments, ensuring smooth operations and effective time management for busy executives. In some organizations, they may also handle confidential information, coordinate travel, and help support strategic initiatives.

How does a program manager executive assistant balance supporting executive leadership with managing complex program initiatives?

A Program Manager Executive Assistant often juggles high-level administrative support—such as scheduling, communications, and preparing materials for executives—with overseeing or coordinating specific program activities. This dual responsibility requires strong organizational skills, adaptability, and the ability to prioritize tasks effectively. The role frequently involves collaborating with cross-functional teams and stakeholders, ensuring deadlines and program goals are met while keeping leadership informed and supported. Success in this position comes from being proactive, detail-oriented, and comfortable with shifting between strategic planning and hands-on administrative tasks.

What are the key skills and qualifications needed to thrive as a program manager executive assistant, and why are they important?

To thrive as a Program Manager Executive Assistant, you need strong organizational skills, project management experience, and a background in business administration or a related field. Familiarity with project management software (like Asana or Trello), advanced proficiency in Microsoft Office Suite, and sometimes certifications such as PMP or CAP are commonly required. Exceptional communication, multitasking, and problem-solving abilities help you excel in supporting executives and managing complex schedules and programs. These skills are crucial for ensuring seamless operations, effective program delivery, and optimal executive support in dynamic business environments.

Can you become a program manager after executive assistant?

A Program Manager can often transition from an Executive Assistant role by gaining experience in project coordination, leadership, and strategic planning. Developing skills in stakeholder management, budgeting, and certifications like PMP can facilitate this career move. Many successful program managers start with administrative or project support roles and advance through skill development and experience.

What cities in California are hiring for Program Manager Executive Assistant jobs?

Cities in California with the most Program Manager Executive Assistant job openings:

Program Manager Executive Assistant jobs near you

Executive Assistant

Santa Rosa, CA • On-site

Boys And Girls Clubs of Sonoma-Marin
See more jobs at Boys And Girls Clubs of Sonoma-Marinexternal

$71K - $80K/yr

Full-time

Posted 6 days ago

Job description

Job Type
Full-time
Description
Executive Assistant
Reports To: CEO or Chief of Staff
Position Purpose
The Executive Assistant provides high-level administrative and project support to the CEO and executive leadership team. This role is responsible for anticipating needs, managing priorities, coordinating executive schedules and communications, supporting the Board of Directors, and ensuring important projects and commitments move forward.
A highly successful Executive Assistant is proactive, organized, responsive, and trusted. They anticipate what is needed before being asked, communicate effectively with a wide range of stakeholders, exercise sound judgment and discretion, and ensure executives are prepared and supported. The Executive Assistant also serves as an important representative of the organization and contributes to a positive, collaborative workplace culture.
Essential Duties & Responsibilities
Executive & Administrative Support
  • Provide high-level administrative support to the CEO and executive leadership team.
  • Proactively anticipate executive needs, upcoming deadlines, commitments, and priorities.
  • Manage executive calendars, including scheduling meetings, coordinating travel time, and avoiding unnecessary scheduling conflicts or overbooking.
  • Look ahead at upcoming weeks to identify needed preparation, scheduling adjustments, or potential conflicts.
  • Review upcoming meetings and commitments with executives and ensure necessary materials and information are prepared in advance.
  • Draft routine correspondence and internal communications on behalf of executive leadership.
  • Maintain accurate and organized electronic files, records, contact information, and correspondence.
  • Complete assigned work accurately and on time with strong follow-through and minimal need for reminders.
  • Coordinate occasional executive travel, conferences, meetings, and off-site errands.

Project Management & Organizational Support
  • Coordinate projects related to the Strategic Plan, organizational priorities, and executive initiatives.
  • Maintain project timelines, track deliverables, follow up with stakeholders, and proactively keep work moving forward.
  • Support individual and cross-departmental projects as assigned.
  • Assist other departments with organizational priorities, special events, and projects when additional support is needed.
  • Communicate project updates, deadlines, questions, and potential barriers proactively.
  • Support the Senior Management Team as directed.

Board of Directors Support
  • Serve as a primary administrative liaison to the Board of Directors.
  • Coordinate Board and committee meetings, calendars, communications, and materials.
  • Gather reports, prepare agendas, and compile and distribute meeting materials.
  • Maintain the Board Hub in SharePoint, ensuring information is current, organized, and easily accessible.
  • Track Board participation, meeting attendance, events, and upcoming commitments.
  • Provide Board members with timely organizational updates and important dates.
  • Maintain professional, responsive communication with Board members and other key stakeholders.

Executive Communications & Culture
  • Coordinate internal communications from the CEO and executive leadership to support timely and consistent communication across the organization.
  • Communicate clearly and professionally with internal and external stakeholders, accurately representing the voice and perspective of executive leadership.
  • Handle sensitive and confidential information with discretion and sound judgment.
  • Build positive relationships across departments and serve as a welcoming and professional representative of the organization.
  • Participate in the Perks & Rec Committee and support team events, meetings, and activities that contribute to employee engagement and morale.

BGC3 - How We Show Up
The Executive Assistant demonstrates BGCSM's BGC3 competencies through:
CONNECT
  • Communicates Effectively: Provides clear, timely, and proactive communication.
  • Instills Trust: Handles sensitive information with discretion, integrity, and reliability.
  • Collaborates: Builds strong relationships and works effectively across teams.
  • Customer Focus: Provides responsive, professional support to internal and external stakeholders.

DRIVE
  • Drives Results: Takes ownership and follows tasks and projects through to completion.
  • Drives Engagement: Contributes to a positive, connected organizational culture.
  • Action Oriented: Anticipates needs and takes initiative without waiting for direction.

ADAPT
  • Being Resilient: Remains flexible, organized, and solutions-focused as priorities and needs change.

Salary Description
$71,000-$80,000

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