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AAA · 1 day ago

Executive Assistant - Strategy

Walnut Creek, CA

Full-time

Hybrid

Mid, Senior Level

$90K/yr - $135K/yr

5+ years exp

AAA Mountain West Group is seeking a seasoned and strategic Executive Assistant to provide high-level administrative and operational support to an Officer-level leader. This role involves managing executive-level initiatives, ensuring operational alignment, and facilitating communication across various divisions.

Business DevelopmentFinanceFinancial ServicesLeisureNon ProfitService IndustryTransportationTravel

Responsibilities

Provide proactive calendar, travel, and expense management to ensure the Officer’s time is optimized and priorities are protected

Serve as the primary point of contact between the Officer and internal/external stakeholders

Prepare high-quality correspondence, meeting materials, and Officer/Executive-level presentations

Support and coordinate division planning cycles, business reviews, and leadership team meetings

Monitor key initiatives, timelines, and deliverables to ensure accountability and forward momentum

Help prioritize and organize complex workstreams to align with enterprise goals

Prepares and delivers high-quality reports, presentations, and executive summaries on behalf of the executive, synthesizing complex information into clear, actionable insights for internal and external stakeholders

Anticipate needs and remove obstacles to maximize the Officer’s impact

Support internal communications and assist in drafting messages, updates, and presentations for broader audiences

Maintain the highest levels of confidentiality and discretion in handling sensitive information

Collaborate across divisions to support the Officer’s internal partnerships and influence

Prepare the Officer for meetings and engagements by gathering insights, briefing materials, and follow-ups

Serve as a representative for the executive in internal meetings as needed, tracking action items and ensuring closure

Partner with internal teams to manage special projects from concept through execution

Implement tools, templates, or processes that improve team efficiency and alignment

Track budgets, vendor relationships, and key operational metrics as needed

Qualification

Executive SupportMicrosoft Office SuiteProject ManagementCommunication SkillsTravel ManagementGoogle SuiteDiscretion & ConfidentialityProblem-SolvingRelationship BuildingCollaboration ToolsProfessional MaturityAttention to Detail

Required

High School diploma or GED

5-8 years of progressive executive administrative support, with significant direct C-suite or senior leadership (EVP, SVP, VP) support in a dynamic corporate environment

Proven ability to strategically manage complex executive calendars, anticipating conflicts and prioritizing commitments

Expertise in complex domestic and international travel arrangements, including multi-leg itineraries, visas, ground transport, and efficient handling of last-minute changes

Meticulous management of executive expense reports for accuracy, compliance, and timely submission

Acts as primary liaison for the executive with internal/external stakeholders (clients, board members, senior leaders)

Excellent written communication: drafts, proofreads, and edits high-level correspondence, presentations, and internal communications for the Officer

Strong verbal communication: represents the Officer professionally and effectively

Expertise in planning and facilitating high-stakes meetings, including agenda, materials, minutes, and action item tracking

Proven ability to provide project coordination/light project management, tracking executive's initiatives, deadlines, and deliverables

Unblemished record of handling highly sensitive, confidential, and proprietary information with utmost discretion, integrity, and professionalism

Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Suite and comprehensive experience with virtual meeting platforms (e.g., Zoom, Google Meet)

Proven ability to anticipate needs, foresee potential issues, and proactively implement solutions without direct supervision

Strong independent problem-solving skills and the capacity to navigate complex situations with sound judgment

Demonstrated ability to build and maintain strong, collaborative relationships with internal teams, external partners, and executive peers

Preferred

Bachelor's degree

Executive Assistant certification or Project Management certification

Experience in a fast-paced, global company environment with prior experience managing Executive/Officer office budgets or departmental finances

Benefits

401k Matching – $1 for $1 company match up to 6% of eligible earnings per pay period

Benefits – Medical, Dental, Vision, wellness program and more!

Paid Holidays

Paid Time Off – Team Members accrue paid time off monthly. Depending on position, an additional 24 hours per year are earmarked for volunteer activities.

Free AAA Classic Membership

AAA Product Discounts

Tuition Reimbursement Program