Administrative Assistant

Ultimate Staffing Services; El Segundo (CA); On-site; USD 58,000 - 79,000; Full time

Job summary

Ultimate Staffing Services is seeking an Administrative Assistant to support daily operations in a fast-paced, high-tech environment in El Segundo. You will coordinate calendars, prepare business documents, and assist leadership teams to keep projects on track.

The ideal candidate has 3+ years of admin experience, a degree in business, and strong Microsoft 365 skills. This on-site role requires three days per week in the office and a collaborative, detail-oriented mindset.

Qualifications

• Associate's or Bachelor's degree in Business Administration or related field preferred.
• 3+ years of administrative experience, preferably in a technology or engineering environment.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with office management systems and collaboration tools.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Exceptional attention to detail.
• Strong multitasking and prioritization skills.
• Ability to work independently and collaboratively.
• Fast-paced technology-driven environment.
• Frequent interaction with engineering, product, operations, and leadership teams.
• On-site in El Segundo three days a week.

Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments for managers and team members.
• Organize internal and external meetings, including logistics, agendas, and meeting notes.
• Prepare reports, presentations, correspondence, and other business documents.
• Maintain accurate records, files, and departmental documentation.
• Oversee day-to-day office administration and ensure a productive work environment.
• Coordinate office supplies, equipment maintenance, and vendor relationships.
• Support onboarding activities for new employees, including workspace preparation and access requests.
• Manage office expenses, purchase orders, invoices, and budget tracking.
• Coordinate team events, training sessions, and company meetings.
• Support project managers and leadership teams with administrative tasks.

Skills

Organizational skills

Time-management

Communication skills

Multitasking

Team collaboration

Discretion with confidential info

Education

Associate's or Bachelor's degree in Business Administration or related field

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)

Office management systems & collaboration tools

Job description

Salary: USD28 - USD38 per hour

Position Summary

We are seeking a highly organized and proactive Administrative Assistant to support daily business operations in a fast-paced, innovative high-tech environment. The ideal candidate will be responsible for coordinating administrative activities, managing schedules, facilitating communication, and ensuring efficient office operations while supporting leadership, teams, and key business initiatives.

Key Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments for managers and team members.
• Organize internal and external meetings, including logistics, agendas, and meeting notes.
• Prepare reports, presentations, correspondence, and other business documents.
• Maintain accurate records, files, and departmental documentation.
• Oversee day-to-day office administration and ensure a productive work environment.
• Coordinate office supplies, equipment maintenance, and vendor relationships.
• Support onboarding activities for new employees, including workspace preparation and access requests.
• Manage office expenses, purchase orders, invoices, and budget tracking.
• Coordinate team events, training sessions, and company meetings.
• Support project managers and leadership teams with administrative tasks.

Required Qualifications

• Associate's or Bachelor's degree in Business Administration or related field preferred.
• 3+ years of administrative experience, preferably in a technology or engineering environment.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with office management systems and collaboration tools.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Exceptional attention to detail.
• Strong multitasking and prioritization skills.
• Ability to work independently and collaboratively.
• Fast-paced technology-driven environment.
• Frequent interaction with engineering, product, operations, and leadership teams.
• Required to be on-site in El Segundo three days a week