The Executive Assistant plays a vital dual role in ensuring smooth daily operations and providing high-level support to senior leadership. This position is key to maintaining an organized, professional, and welcoming workplace, enabling executives to focus on strategic goals. 

Ideal candidates thrive in fast-paced environments, demonstrate exceptional attention to detail, and bring a proactive, solutions-oriented mindset. Professionalism, discretion, and strong organizational skills are essential. 

This fully onsite role is based at our La Jolla, CA THINC headquarters, with standard business hours and occasional flexibility to support executive needs or events. 

Key Responsibilities:  

Executive Support 

Office & Facilities Management 

• Oversee day-to-day office operations, ensuring a clean, calm, organized, and well-stocked environment 

• Maintain the reception area and common spaces to ensure a professional appearance 

• Manage office supply inventory, kitchen supply inventory, and vendor relationships 

• Coordinate equipment maintenance and facility needs in collaboration with building management 

Administrative Operations 

• Support onboarding and offboarding of office-based employees, including access setup and workspace readiness 

• Handle incoming and outgoing mail, packages, and device shipments 

• Maintain accurate records, files, and documentation in both physical and digital formats 

• Manage office expenses, process vendor invoices, and support budget management in collaboration with finance 

Event & Meeting Coordination 

• Plan and execute internal meetings, team events, and executive offsites 

• Coordinate logistics such as venue booking, catering, guest hosting, and materials preparation 

Qualifications 

• 8+ years of experience supporting senior-level executives and managing office operations 

• High school diploma required, Bachelor’s degree preferred 

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with a strong ability to create presentations and manage complex spreadsheets 

• Advanced proficiency in Concur or similar business expense software 

• Experience managing office budgets, reconciling expenses, and preparing reports 

• Experience managing complex travel arrangements and coordinating event logistics 

• Excellent written and verbal communication skills 

• Strong organizational and time management abilities with a solutions driven mindset  

• Must be technically inclined and demonstrate the ability to effectively utilize artificial intelligence tools and technologies in daily work 

• Ability to handle confidential information with discretion 

• Professional and friendly demeanor along with strong interpersonal skills 

• Demonstrated ability to create calm from chaos and navigate ambiguous situations, using sound judgment to bring clarity and focus in high-pressure, fast-paced environments 

• Ability to work independently, prioritize tasks, and adapt to changing priorities

Base Pay: 

Expected Base Pay Range: $35.00 to $40.00 Hourly  

The base pay range included is a projected hiring range for a position, level and potential work location(s) listed.  Topcon provides the compensation range that it in good faith believes it might pay and/or offer for this position. This compensation range is based on a full-time schedule.    

Benefits*:  

Topcon offers a comprehensive benefit package for this position including medical, dental, vision, life insurance, disability insurance, tax saving spending accounts a 401(k) plan with employer match, tuition reimbursement in addition to other perks and benefits.  We also offer time off for our employees to recharge.  Our employees are eligible for paid company holidays, paid personal time off, and paid sick time that meets or exceeds state/local requirements.   

Topcon reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation; individual candidate compensation may be determined based on individual skills, experience, training, certifications, education, final work location and other factors not related to an applicant’s sex or other status protected by local, state, or federal law. Changes in the position level, location or other factors associated with the role may change the final determined compensation.  The recruiter can provide additional information during the hiring process.  

*Topcon time off policies can vary as well as roles which are exempt or non-exempt.  For hourly (“non-exempt”) employees, we offer personal paid time off which accrues in accordance with local standards.  For salaried (“exempt”) employees, we offer a flexible paid time off policy giving you flexibility to take time when needed, while supporting business needs.  All paid time off policies are in accordance with or exceeding local law.  Employees working at least 30 hours per week are eligible for our Health and Welfare benefit package. 

EEO Statement: 

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.