Executive Assistant, Office Administrator

Executive Assistant, Office Administrator

at Tevora

Irvine, CA

If you haven't heard of Tevora, it's because we've done our job!

Tevora is a tight-knit community of professionals with a shared passion for our craft. Every day, we combine in-depth knowledge of cybersecurity, technology, and compliance to help create more secure digital environments. To Tevorans, every problem is a puzzle in need of solving. We strongly believe that if we put smart, driven people in a room together, they will accomplish great things. We maintain a supportive culture that celebrates continuous learning, diverse perspectives, and sharing the wins. That's why we have our eyes on you.

What's the role?

Tevora is seeking an Executive Assistant and Office Administrator to join the team.

We are looking for a seasoned Executive Assistant whose duties will also include office management. This person will work from our new office on the Irvine Spectrum Terrace campus, and will provide support for executive management, heavy calendar management, coordination of business meetings, travel arrangements and financial docs, and will also manage various office and administrative tasks, such as greeting visitors at the front desk and running errands.

This person will serve as liaison between executives and other departments within the organization and will prioritize and manage multiple projects simultaneously with little or no supervision.  This position will require a high level of organization, attention to detail, discretion, and strong communication skills. The right candidate will be flexible and adaptable and able to handle a variety of tasks that may arise unexpectedly, often with tight deadlines.

A day in the life could include:

Executive Assistant Essential Duties: 

• Support the CEO, the President/COO, and other executives as needed, including scheduling meetings, managing calendars, ordering lunches, and booking conference rooms.
• Run errands between the office and the executives' residence and assist with scheduling appointments for the CEO and President/COO.  
• Book travel and lodging for CEO and President/COO.  
• Communication Management: Hande incoming and outgoing communications, including emails, phone calls, and written correspondence. This includes drafting and proofreading emails, letters, and other documents.
• Meeting Preparation: Organize and prepare materials for meetings, including creating agendas, compiling reports, and taking minutes. Ensure the executives are well prepared for meetings.
• Project Management: Oversee and manage specific projects or initiatives on behalf of the executives, ensuring deadlines are met and objectives are achieved.
• Gatekeeping: Act as a gatekeeper, managing the flow of information and requests to the executives, prioritizing tasks, and ensuring time is used efficiently.
• Maintain a high level of confidentiality, especially when dealing with sensitive information related to the executives, the company, or its clients.
• Organize and coordinat<