Executive Assistant

IABA – Institute for Applied Behavior Analysis is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative, operational, and reporting support to our executive team. This role plays a critical part in ensuring executive efficiency through coordination of workflows, preparation of reports, data tracking, and timely follow-up.

The ideal candidate will have strong Excel and reporting skills, excellent organizational abilities, a high level of discretion, and the ability to manage multiple priorities in a fast-paced environment.

Location: Pasadena, CA

Schedule: Monday–Friday, 8:00 a.m.–4:30 p.m. (In-office)

Employment Status: Full-time, Non-Exempt

Pay Range: $26.00 – $29.00 per hour (based on experience and qualifications)

Requirements

Executive & Administrative Support (30%)

• Provide direct administrative support to executive leadership
• Manage executive calendars, scheduling, and meeting coordination
• Draft correspondence, prepare documents, and organize executive materials
• Track action items and ensure timely follow-up on executive requests
• Handle confidential and sensitive information with professionalism and discretion

Reporting & Data Support (70%)

• Prepare and maintain Excel-based trackers, logs, and reports
• Compile and organize data for weekly and monthly leadership updates
• Ensure accuracy, consistency, and completeness of executive reports
• Support ad hoc data requests and reporting needs
• Assist with preparation of presentations, summaries, and materials for leadership meetings
• Perform other related duties as assigned

Qualifications

• Prior experience supporting executives or senior leadership
• Strong proficiency in Microsoft Excel (including formulas, pivot tables, and trackers)
• Excellent organizational, time-management, and prioritization skills
• Strong written and verbal communication abilities
• High attention to detail and ability to maintain confidentiality
• Ability to manage multiple priorities across executives in a dynamic work environment

Benefits

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Paid sick time
• Referral program
• Vision insurance