Executive Administrative Assistant: Calendar & Travel

Ultimate Staffing Services; Gardena (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

Ultimate Staffing Services in Gardena, California, is seeking an experienced Administrative Assistant to support executives and teams with calendars, travel arrangements, and documentation. The role includes preparing correspondence, reports, and presentations, handling calls and emails, and maintaining filing systems.

You will also process invoices, support onboarding activities, and coordinate with vendors while upholding confidentiality.

Qualifications

• 2+ years of administrative, office coordination, or executive support experience.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple tasks and meet deadlines.
• Customer service mindset.
• High School Diploma required.

Responsibilities

• Manage executive and team calendars, meetings, and appointments.
• Coordinate travel arrangements and expense reporting.
• Prepare correspondence, reports, presentations, and meeting materials.
• Answer and direct incoming calls, emails, and visitor inquiries.
• Maintain electronic and physical filing systems.
• Process invoices, purchase orders, and administrative documentation.
• Support onboarding activities and employee records management.
• Coordinate office supplies, vendor communications, and facility requests.
• Schedule and organize team meetings, events, and training sessions.
• Maintain confidentiality of sensitive business information.

Skills

Communication

Time management

Customer service

Organization

Multitasking

Education

High School Diploma

Tools

Microsoft Office

Job description

Ultimate Staffing Services in Gardena, California, is seeking an experienced Administrative Assistant to support executives and teams with calendars, travel arrangements, and documentation. The role includes preparing correspondence, reports, and presentations, handling calls and emails, and maintaining filing systems.

You will also process invoices, support onboarding activities, and coordinate with vendors while upholding confidentiality.