Executive Administrator

Hedy Holmes Staffing Services; Stockton (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Hedy Holmes Staffing Services seeks an Executive Admin to deliver high-level administrative support and ensure smooth office operations. The role emphasizes calendar management, meeting coordination, and daily operational support to executives and teams.

Ideal candidates will have strong organizational skills, professionalism, and the ability to handle confidential information with discretion while coordinating complex schedules and events across departments.

Qualifications

• Experience as Administrative Assistant or Executive Assistant or similar role.
• Proficient with calendar tools (Outlook/Google Calendar).
• Excellent written and verbal communication.
• Strong organizational and time-management skills.
• Ability to work independently and handle confidential information with integrity.

Responsibilities

• Manage complex calendars for executives or departments, scheduling meetings and travel.
• Coordinate and confirm internal and external meetings with required materials.
• Serve as primary contact for scheduling requests and calendar conflicts.
• Provide general administrative support: phones, correspondence, filing, data entry.
• Prepare agendas, minutes, materials, and track follow-up items.
• Monitor deadlines and prioritize tasks to support timely completion.
• Assist with planning events, trainings, and meetings.
• Maintain confidentiality and handle sensitive information discreetly.
• Collaborate with cross-functional teams to support goals.

Job description

The Executive Admin provides high-level administrative support to help ensure the efficient operation of the office. This role requires strong organizational skills, professionalism, and attention to detail, with an emphasis on calendar management, meeting coordination, and support for daily operations.

Duties and Responsibilities

• Manage complex calendars for multiple executives or departments, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and confirm internal and external meetings, ensuring required materials and resources are available.
• Serve as the primary contact for scheduling requests and calendar conflicts.
• Provide general administrative support, including answering phones, preparing correspondence, filing documents, and entering data.
• Prepare agendas and meeting materials, record minutes, and track follow-up items.
• Monitor deadlines and prioritize tasks to support smooth workflow and timely completion of assignments.
• Assist with planning and coordinating events, trainings, and meetings.
• Handle sensitive and confidential information with discretion.
• Collaborate with cross-functional teams to support departmental and organizational goals.

Qualifications

• Experience as an Administrative Assistant, Executive Assistant, or in a similar role.
• Proficiency with calendar tools such as Microsoft Outlook or Google Calendar.
• Familiarity with Microsoft Office Suite and Google Workspace.
• Strong organizational and time-management skills, with the ability to multitask and prioritize.
• Excellent written and verbal communication skills.
• Professional demeanor and strong interpersonal skills.
• Ability to work independently and handle confidential information with integrity.