Job Description

Position Overview

Ultimate Staffing Services is actively seeking an experienced Executive Assistant to provide high-level administrative and operational support to the President & CEO of a prestigious organization. The role requires exceptional organizational skills, discretion, and excellent communication abilities. This is a fast-paced, highly visible position located in a dynamic environment.

Responsibilities

• Calendar & Meeting Management: Manage the CEO's calendar, schedule internal and external meetings, coordinate travel, track expenses, and handle logistics with meticulous attention to detail.
• Board & Committee Support: Assist in scheduling and preparing materials for board and committee meetings, distribute minutes, track board-related documents and surveys, and maintain accurate contact information.
• Event Planning & Support: Coordinate logistics for board retreats, staff events, and executive meetings, ensuring materials and venues are prepared to the highest standard.
• Communications & Documentation: Draft and format correspondence, reports, and presentations; assist in routing communications and organizing internal information.
• Project Support: Provide administrative support for special projects led by the CEO or Chief of Staff, ensuring timelines and deliverables are met efficiently.
• CRM & Records Management: Maintain and update CRM database for CEO-related contacts and interactions; archive documents and key relationship data accurately.
• Team & Departmental Assistance: Provide support to the Chief of Staff and other executive leaders as needed, including scheduling, material prep, and internal coordination.
• Confidentiality & Office Support: Handle sensitive information with the utmost discretion and provide occasional backup coverage for the front desk or administrative team.

Qualifications

• Experience supporting C-suite or senior leadership is essential.
• Strong skills in calendar, meeting, and travel coordination.
• Proficiency in Microsoft Office (especially Outlook), virtual platforms (Zoom/Teams), and CRM systems.
• Excellent communication and organizational skills.
• Strong attention to detail, sound judgment, and ability to handle confidential matters.
• Comfortable managing multiple priorities in a fast-paced environment.

Preferred Qualifications

• Experience in a nonprofit, philanthropic, or board-driven environment is desirable.
• Experience in planning large meetings or events.
• Knowledge of document management systems (SharePoint, OneDrive).

Required Work Hours

Hybrid schedule - 2 days in office.

Monday - Friday, with standard business hours from 8:00 AM to 5:00 PM.

Benefits

Details on benefits will be provided during the interview process.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Tags

Local area, Remote job, Monday to Friday,

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