Executive Assistant

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Who is Trace3?

Trace3 is a leading Transformative IT Authority, providing unique technology solutions and consulting services to our clients. Equipped with elite engineering and dynamic innovation, we empower IT executives and their organizations to achieve competitive advantage through a process of Integrate, Automate, Innovate.

Our culture at Trace3 embodies the spirit of a startup with the advantage of a scalable business. Employees can grow their career and have fun while doing it!

Trace3 is headquartered in Irvine, California. We employ more than 1,200 people all over the United States. Our major field office locations include Denver, Indianapolis, Grand Rapids, Lexington, Los Angeles, Louisville, Texas, San Francisco.  

Ready to discover the possibilities that live in technology?

 

Come Join Us!

Street-Smart - Thriving in Dynamic Times

We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the “big picture.” We exercise sound business judgment in making high-quality decisions in a timely and cost-effective manner. We are highly creative and can dig deep within ourselves to find positive solutions to different problems.

Juice - The “Stuff” it takes to be a Needle Mover

We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like.

Teamwork - Humble, Hungry and Smart

We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it’s due and demonstrate transparency. We “bring the weather” by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures – not just their success. We appreciate the individuality of the people around us.

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JOB SUMMARY:

The Executive Assistant provides high-level administrative and strategic support to C-suite executives and senior leadership. This role serves as a trusted partner and gatekeeper, ensuring seamless day-to-day operations through proactive calendar management, executive communications, travel coordination, and confidential information handling. The Executive Assistant anticipates leadership needs, facilitates clear communication across teams, and supports cross-functional initiatives while maintaining the highest standards of professionalism and discretion. In addition, this role plays a key part in planning and executing executive-level meetings and company events, contributing to efficient processes and strong stakeholder relationships across the organization.

 

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Provide comprehensive administrative support to C-suite executives and senior leadership, including complex calendar management, meeting coordination, expense reports, and travel arrangements.
• Prepare executive communications, presentations, and reports with a high degree of accuracy and professionalism.
• Serve as a trusted gatekeeper and liaison between executives and internal/external stakeholders.
• Anticipate executive’s needs, support prioritization, and proactively address challenges to ensure alignment with business objectives.
• Track action items, deadlines, and follow-ups from executive meetings to ensure timely execution and accountability.
• Manage confidential and sensitive information with the utmost discretion and integrity.
• Establish, document, and maintain administrative best practices, processes and standards across the team.
• Coordinate and support executive-level events such as Board meetings, Company Kick-Off, Evolve and other leadership retreats and stakeholder engagements; partner with Field Marketing and other teams to support events as needed
• Build and maintain strong relationships with key stakeholders at all levels of the organizational to facilitate collaboration and effective communication.
• Facilitate clear and timely communication between executives and their teams, including representing executives in meetings or correspondence when appropriate.
• Provide backup support to other Executive and Administrative Assistants and ensure continuity of executive operations during travel, PTO, and organizational transitions.
• Perform other duties as assigned by manager.

 

REQUIRED SKILLS AND EXPERIENCE:

• Minimum of five (5+) years executive-level support, preferably in the high-tech industry.
• Proven ability to manage complex calendars, travel logistics, expenses, and shifting priorities with accuracy and professionalism. Exceptional organizational, time-management, and prioritization skills, with strong attention to detail and follow-through.
• Demonstrated ability to anticipate executive needs, exercise sound judgment, and proactively resolve issues.
• Excellent written and verbal communication skills with the ability to interact professionally at all organizational levels.
• Experience assisting management with the creation of PowerPoint presentations and preparation of reports.
• Proficiency in Microsoft Office (Word, PowerPoint, Outlook, and Excel),and collaboration tools.
• Must possess a high degree of discretion and integrity when dealing with confidential and sensitive information.
• Ability to manage multiple priorities and interruptions.
• Flexibility to adjust to changing priorities and work effectively in ambiguous situations.
• Flexibility to support executives across time zones and adjust schedules as business needs evolve.

PHYSICAL DEMANDS:

While performing the standard duties of this job, the ability to communicate effectively in person, over the telephone or by email, depending upon the nature of the task you are performing, is essential to fulfilling the duties of this position.

WORK ENVIRONMENT:

If working at a Trace3 office, the employee is frequently surrounded by other employees and their conversations on the telephone and in person.  The noise level and indoor office temperature may vary. 

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The Perks

• Comprehensive medical, dental and vision plans for you and your dependents
• 401(k) Retirement Plan with Employer Match, 529 College Savings Plan, Health Savings Account, Life Insurance, and Long-Term Disability
• Competitive Compensation
• Training and development programs
• Major offices stocked with snacks and beverages
• Collaborative and cool culture
• Work-life balance and generous paid time off

 

Our Commitment

At the core of Trace3's DNA is our people. We are a diverse group of talented individuals who understand the importance of teamwork and demonstrating leadership, character, and passion in all that we do.

We’re committed to fostering an inclusive workplace where everyone feels respected, valued, and empowered to grow. We recognize that embracing diversity drives innovation, improves outcomes, fosters collaboration, boosts teammate satisfaction, and builds a more inclusive culture.

As an equal opportunity employer, Trace3 bases all employment decisions based on individual qualifications, merit, and business requirements. We do not engage in discrimination on the basis of race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability, genetic information, or any other characteristic protected by federal, state, or local law.

Any demographic information provided is strictly voluntary, kept confidential in accordance with Equal Employment Opportunity (EEO) regulations, and will not be used in employment decisions, including hiring, promotions, or mentorship programs. We are committed to providing equal employment opportunities for all.

If you require a reasonable accommodation to complete the application process or participate in an interview, please email recruiting@trace3.com.

 

***To all recruitment agencies: Trace3 does not accept unsolicited agency resumes/CVs. Please do not forward resumes/CVs to our careers email addresses, Trace3 employees or any other company location. Trace3 is not responsible for any fees related to unsolicited resumes/CVs.