Executive Assistant II/Executive Recruiting Coordinator

Arthur J. Gallagher · Irvine · $87,964 (stated in the posting)

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Summary
Reporting directly to the Chief People Officer, the Executive Assistant & Executive Recruiting Coordinator performs a variety of advanced, diverse, and confidential administrative support duties requiring a broad range of skills and deep knowledge of organizational policies and procedures. The role provides high-level executive support, including preparing meeting agendas, presentations, and correspondence; completing non-routine assignments; coordinating busy and shifting executive calendars; scheduling and coordinating meetings and conferences; attending meetings to record, prepare, and distribute minutes and reports; and processing confidential and sensitive information. The position serves as the primary liaison for executive and other senior management personnel.

In addition, this role provides operational ownership and coordination for executive recruitment activities and serves as a key liaison between the Chief People Officer, HR Leadership, executive candidates, and internal and external stakeholders. The position requires sound judgment, discretion, and the ability to manage complex, high-visibility initiatives with minimal oversight. Regular interaction with C-suite leaders, executive candidates, external search partners, and internal finance and legal partners is required to ensure a consistent, high-quality executive candidate experience.

Executive Support

• 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.

Executive Recruitment & Onboarding

• 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.

Operational & Strategic Support

• 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.

Minimum and Preferred Qualifications

• 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.

Experience & Skills

• 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.

• Experience owning executive recruitment operations or senior-level talent processes preferred.

Do you want a career that allows you to make a difference in other people’s lives? Discover what it means to truly believe in the work that you do at West Coast University.

At West Coast University, we have the privilege of educating students seeking careers in healthcare and guide them through their transformational journey from student to caregiver. Our associates are united behind that purpose and share a deep commitment to our values of teamwork, collegiality, transparency, and a student-centric approach to all we do. This focus creates an aligned, nimble, and consensus-driven culture that is solution-oriented and supports our associates’ professional growth.

West Coast University is proud to be an equal opportunity employer. We embrace diversity and are dedicated to creating an inclusive environment for all associates.

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