West Coast University · 21 hours ago
Executive Assistant II/Executive Recruiting Coordinator
Irvine, CA
Full-time
Onsite
Senior Level
5+ years expWest Coast University is committed to educating students in healthcare and supporting their career journeys. The Executive Assistant & Executive Recruiting Coordinator will provide high-level executive support and manage executive recruitment activities, ensuring a positive experience for candidates and maintaining confidentiality.
Higher Education
Responsibilities
Manage complex calendars, schedule meetings, and coordinate travel arrangements, itineraries, and agendas
Produce and edit documents (PowerPoint, Excel, Word, etc.) with a high level of polish suitable for executive-level review. Demonstrate ability to take information and concepts and translate them into professional-level documents. Preparation for EXCOM meetings and senior management meetings including tracking action items
Serve as a trusted gatekeeper, prioritizing access to the Executive’s time and maintaining confidentiality at all times
Facilitate expense processing, vendor coordination, invoice management, and budget tracking
Work closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
Track action items and ensure timely follow-up on deliverables
Work collaboratively across departments to provide a bridge for smooth communication between the Executive's office and others; demonstrating credibility, trust and support with senior management staff. Maintain key relationships and communications internally and externally to ensure business needs are met
Lead end-to-end coordination of executive recruitment, including interview scheduling, travel logistics, candidate hosting, and delivering a positive candidate experience aligned with our brand
Administer pre-assessment tools, launch background checks, generate offer letters, and manage relocation and onboarding plans
Generate and distribute executive recruitment reports for senior leadership and coordinate appropriate search update meetings and cadence
Drive efficiency and continuous improvement in administrative, recruitment, and reporting processes
Organize team meetings, off-sites, and special events, partnering with other assistants to ensure flawless execution
Handle sensitive HR materials, executive correspondence, and separation documentation with discretion
Ensure compliance with company policies and serve as a role model for integrity and professionalism
Manage projects with broad organizational impact, including HR programs, annual planning cycles, and leadership initiatives
Leverage technology and creative resources to deliver results
Qualification
Required
High school diploma or equivalent
5+ years of progressively responsible experience supporting senior executives, with 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 that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Strong interpersonal skills with the ability to build stakeholder relationships, influence outcomes, anticipate needs, and operate autonomously
Experience working in complex, fast-paced, and highly visible organizational environments
Preferred
Bachelor's Degree or some college course work in accounting, administrative and personnel management, and data processing preferred
Certified Administrative Professional (CAP) designation preferred
Experience owning executive recruitment operations or senior-level talent processes preferred
Company
West Coast University
West Coast University is a university offering undergraduate and graduate degrees in nursing and other healthcare disciplines.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Marwan Alamat
Vice President, Innovation
Recent News
2025-10-09
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